Legislation Information Management System (LIMS) by scd34940

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									                                                             Attorney-General’s Chambers
                                                                              Global House
                                                                           43 Church Street
                                                                           Hamilton HM 12
                                                                                   Bermuda
                                                   Tel: (441) 292-2463 Fax: (441) 292-3608

ITO 2008/140                                                                        18 August, 2008
                               Request for Proposal (RFP)
                                          LIMS
                        Legislation Information Management System



1     Executive Summary
1.1    The Government of Bermuda, Ministry of Justice, Attorney-General‟s Chambers is seeking
       acquisition of a Legislation Information Management System (LIMS). This system will
       facilitate continued drafting and publishing of legislation using improved tools and
       procedures to provide capabilities consistent with those found in modern LIMS
       environments; these capabilities include, but not limited to version control, point-in-time
       access, automated consolidation, and improved content delivery and access via the world-
       wide-web. Stakeholders, most notably the general public, will have simplified and timely
       access to the most complete and up-to-date legislation possible using proven, widely-
       available technologies.
1.2    The following outlines the process that will be followed by the Government of Bermuda to
       seek proposals from potential vendors.

2     Submission Deadline
2.1    Vendor proposals must be received no later than 5:00 p.m. Atlantic Standard Time (AST),
            th
       on 26 September, 2008.
2.2    Proposals received after the designated time of receipt will be considered as “NO BID” and
       “VOID”. The time stamp for proposals submitted electronically will be that of the
       Information Technology Office (ITO) mail server. It is the vendor‟s responsibility to allow
       sufficient time for electronic transmission and delivery, especially in the case of large files.

3     Submission Delivery
3.1    Vendors must deliver submissions by e-mail with “ITO 2008/140” in the subject line to:
       Shanell Vaughn slvaughn@gov.bm and copied to dwbedard@gov.bm
3.2    Hardcopies are not required but may be submitted to:
       Attorney-General‟s Chambers
       Global House
       43 Church Street
       Hamilton HM 12
       Bermuda
       Attention: Shanell Vaughn



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3.3    All submissions become the property of the Government of Bermuda and will not be
       returned. All conditions contained in the RFP are considered accepted by the vendor in
       any information submitted.
3.4    All information submitted with the RFP will be kept confidential. The Government of
       Bermuda is not obliged to award orders or contracts to vendors based on the information
       received.

4     Vendor Submissions
4.1    A high level vision and business requirement (Statement of Requirements) for the
       proposed system is included as an attached document. This document sets out the scope
       of the proposed system that should be addressed in the vendor‟s response to this RFP.
       Submissions must be clearly marked “Bermuda Legislation Information Management
       System – Response to ITO 2008/140” and include the information indicated in the
       following sections.
4.2    This RFP should serve as a guide to the vendor, but it is not intended to limit the response
       to those items mentioned in the Statement of Requirements. If the vendor has additional
       information that it wishes to submit, this may be included as highlighted text or as an
       appendix to the response and identified as such.
4.3    Emphasis should be on accuracy, completeness, and clarity of content. All parts, pages,
       figures, and tables must be numbered and clearly labeled.
4.4    Submissions may be from individual or multiple vendors. Where a consortium or sub-
       contracting approach is proposed, all information requested should be given in respect of
       the proposed prime contractor or consortium leader. Relevant information should also be
       provided in respect of consortium members or sub-contractors who will play a significant
       role in the delivery of services or products under any ensuing contract. Responses must
       enable the Attorney-General‟s Chambers to assess the overall service proposed. Vendors
       must provide details of the proportion of any contract awarded under this contract that the
       prospective partner proposes to subcontract.

5     Proposal Content and Sequence
5.1    Letter of Submission – Each proposal must be accompanied by a Letter of Submission
       that:
             a) Identifies the submitting vendor.
             b) Includes a statement indicating which vendor, if multiple vendors are proposing
                jointly, intends to act as primary vendor for proposal evaluation questions and
                the delivery and maintenance of all post-proposal correspondence.
             c) Includes a brief statement of the vendor‟s understanding of the work to be done
                and a summary of the proposed features of the service solution.
             d) Identifies the name, title, address, telephone number, fax number, and email
                address of each person authorized by the vendor to contractually obligate the
                vendor.
             e) Identifies the name, title, address, telephone number, fax number, and email
                address of the vendor contact as described in 5.4 below.
             f)   Includes a statement stating that the person signing the transmittal letter is
                  authorized to legally bind the vendor.
             g) Is signed by the person(s) authorized to contractually obligate the organization.



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            h) Acknowledges receipt of amendments to this RFP, if any.
5.2   Table of Contents – Each proposal must be submitted with a table of contents that clearly
      identifies and denotes the location of each section of the proposal. Additionally, the table of
      contents must clearly identify and denote the location of all enclosures and attachments to
      the proposal.
5.3   Executive Summary – The executive summary must be limited to no more than two (2)
      pages and must provide a concise summary of the services being proposed to meet the
      requirements of this solicitation, the vendor‟s approach to providing the services, and
      documentation as to why the vendor is best qualified to perform this engagement.
5.4   Vendor Contact – Each vendor shall designate one person that shall serve as contact for
      all matters pertaining to its proposal. The name and contact details of the vendor contact
      must be prominently displayed in the letter and the proposal itself. The Attorney-General‟s
      Chambers shall not be responsible for contacting the vendor through any route other than
      the nominated contact. The vendor must therefore undertake to notify any changes relating
      to the contact promptly.
5.5   Cost of Acquisition – This refers to the total cost to develop and bring the new system
      online as well as to provide the appropriate documentation required. The cost of acquisition
      must include, but not be limited to a breakdown of hardware, software, analysis, design,
      programming, training, project management and any other costs (expenses). Vendors must
      use the pricing table given in Appendix A of the RFP that contains milestones and the
      associated payment amount. In accordance with the Government of Bermuda standard
      development contract, the first milestone and associated payment amount on the schedule
      must be for the Statement of Work (see www.ito.gov.bm for more details of the standard
      development contract). All costs quoted must be “as landed” (i.e. including duty and
      shipping) costs in Bermuda Dollars.
5.6   Annual Cost of Ownership – This must identify the annual recurring costs to operate the
      system. It must include, but may not be limited to a breakdown of the software license fees
      and support contracts. Vendors must use the pricing table given in Appendix A.
5.7   Flexible Pricing – Vendors are invited to suggest alternative pricing models based upon
      the „pay as you go‟ or subscription concept in addition to providing the costs detailed
      above.
5.8   Project Plan and Methodology – Vendors must describe the project methodology they
      will use for the system design and project management and this must comply with the cost
      schedule referred to above. This section of the proposal should establish the
      appropriateness and value of the proposed methodology in relation to this RFP. Vendors
      should identify other projects in which they have successfully used the methodology.
      Furthermore:
            a) This description must include any planned programming languages stating the
               planned percentage of coding in each language.
            b) This description must separate the planned total software development effort by
               percentage of new code, modified code, COTS, and unmodified code.
            c) This description must also include any planned use of development tools,
               hardware platforms, operating systems, and other technical architecture factors
               relevant to the development and deployment of the system.
            d) This description must identify high-level timelines, milestones and deliverables
               and an estimate of time required by the Government of Bermuda resources.
5.9   Proposed Solution – Vendors must supply a description of the proposed solution that will
      meet the requirements set out in the attached document entitled “Legislation Information
      Management System (LIMS) – Statement of Requirements”. The description should set out


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      the functions and features of the system and associated processing logic. Emphasis should
      be placed on concise, clear descriptions of the features and benefits of the products or
      solutions offered. Sufficient detail on technical requirements should be provided to describe
      the utility and compatibility of products and services. The vendor may recommend „Future
      Features‟ and may propose ideas as to how these features will be accommodated in future
      releases of the system, but the „Future Features‟ must not be included in the cost estimate
      for this proposal.
5.10 Responsibilities of the Government of Bermuda – Vendors must indicate the
     requirement of participation by the Government of Bermuda in terms of staff, office space,
     training facilities, computer hardware, networking, cabling or other supplies.
5.11 Company Information
        5.11.1 General – The vendor must provide full background information about its
               organization, including an organization chart, details of ownership including the
               ultimate parent and professional/commercial affiliations etc.
        5.11.2 Financial Capability – The vendor must provide proof of financial stability.
               Vendors must include in their proposals financial documentation sufficient to
               establish their financial capability, stability and capacity to carry out this project.
               Vendors must provide information to demonstrate financial stability and
               performance, operational history, corporate biography, and the firm‟s ability to
               meet the financial responsibilities associated with conducting this project. The
               vendor must supply current ownership information, as well as ownership and
               locations of place of business over the last five years. The Government of
               Bermuda reserves the right to request any additional information to assure itself
               of the vendor‟s financial status. Financial information must include:
                     a) A copy of the vendor‟s most recent audited accounts that covers the last
                        two years of trading or for the period that is available if trading is less
                        than two years.

                     b) A statement of the vendor‟s turnover. Profit & Loss and cash flow
                        position for the most recent full year of trading (or part year if full year not
                        applicable) and an end period balance sheet, where this information is
                        not available in an audited form at (a).

                     c) Where (b) cannot be provided, a statement of the vendor‟s cash flow
                        forecast for the current year and a bank letter outlining the current cash
                        and credit facility position.

                     d) If the vendor is a subsidiary of a group, (a) to (c) are required for both the
                        subsidiary and the ultimate parent. Where a consortium or association is
                        proposed, the information is requested for each member company.

                     e) A separate statement of the vendor‟s turnover that relates directly to the
                        supply of this service for the past two years, or for the period the
                        organisation has been trading (if less than two years).

                     f)   The Government of Bermuda reserves the right to request any additional
                          information to assure itself of the vendor‟s financial status.

                     g) The name and address of the vendor‟s banker.




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 5.11.3 Project Staff – The vendor must provide detailed information about the
        experience and qualifications of the vendor‟s assigned staff considered key to the
        success of this project. This information should include:
             a) The number of staff currently involved directly in the provision of services
                similar to those required by the Parliamentary Drafting Section of the
                Attorney-General‟s Chambers.
             b) The number of permanent staff.
             c) The number of third party staff.
             d) Staff turnover as a percentage of the workforce for the last 3 years.
             e) Resumes for each staff member to be assigned to the project.

 5.11.4 References – Before awarding any contract the Government of Bermuda
        reserves the right to require the vendor to submit such evidence of qualifications
        as it may deem appropriate. This evidence may be concerning financial,
        technical and other qualifications as well as the relevant experience and skills of
        the vendor.
         The vendor should provide a description of at least three (3) projects it has
         recently performed; at least one (1) must be similar in size, scope, and
         requirements delivery to the project described herein, while two (2) or more
         projects must have delivered many of the technological functionality specified as
         requirements by the project as evidence, in part, of the vendor's ability to meet
         deadlines with the delivery of an acceptable product. The Government of
         Bermuda may elect to contact any of the given companies for a reference. The
         vendor‟s permission to do so will be assumed unless objections are explicitly
         stated. Each project description should include information on:

             a) Contact names, addresses, phone numbers, project name and/or
                solution name for each listed customer reference.

             b) Customer type: specify city, county, state, country, university,
                corporation, etc.

             c) Project size: specify the number and size of source systems, end-users,
                etc.

             d) Project dates: Indicate the start and end date of the project. If the project
                is not completed, provide the expected end date.

             e) Scope of work performed: Explain the project and work performed by
                your company.

             f)   Outcome of project.

             g) Project cost.

             h) Names of subcontractors and/or consortium members and their role.

             i)   Staff assigned to engagement that are proposed for work on this project,
                  including their roles and responsibilities.




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                     j)   Application types: Indicate the application types (data warehouse, web
                          intelligence, etc.) and the application software used.

                     k) Technical environment: Provide description of the technical environment.

                     l)   Relevance: Briefly define the relevance of the described project to this
                          project.

        5.11.5 Quality – The vendor must provide details of any quality assurance certification
               that they hold e.g. ISO 9000 or equivalent standard. A copy of the certificate
               should be included. If no accreditation is held, then an outline of the vendor‟s
               quality assurance policy should be attached.

6     Pre-submission Information
6.1    All prospective vendors will be provided with this documentation and given the opportunity
       to submit written inquiries to the Attorney-General‟s Chambers. Such inquiries will be
       published, without identifying the source, along with the Attorney-General‟s response.
6.2    It is the vendor‟s responsibility to ensure its complete understanding of the requirements
       and instructions specified by the Attorney-General‟s Chambers. In the event that
       clarification is required, vendors should submit written inquiries as described below.
6.3    Inquiries regarding this request for proposal must be made by email, with “ITO 2008/140
                                         th
       Inquiry” in the subject line, by 5 September, 2008 to slvaughn@gov.bm and copied to
                                                                                              th
       dwbedard@gov.bm. Responses will be published on the web site www.ito.gov.bm by 12
       September, 2008.

7     Amendments
7.1    At any time prior to the close of the RFP, the Attorney-General‟s Chambers may alter,
       amend, delete or add to, in whole or in part, any terms or provisions of this RFP. The
       Attorney-General‟s Chambers may modify, amend or revise any provision of this RFP or
       issue addendum at any time. The Attorney-General‟s Chambers will publish any such
       modification or amendment, revision or addenda on the web site www.ito.gov.bm.

8     Evaluation Process
8.1    The proposals submitted to the Attorney-General‟s Chambers will be evaluated in
       conjunction with the ITO in a two-stage process based upon the standard Government of
       Bermuda evaluation process outlined below. The first stage is a qualitative evaluation of
       each proposal by the individual project team members followed by moderation and
       consolidation resulting in a short list of potential vendors. Subsequently, client references
       will be taken up for the short listed vendors; then they will be requested to make a
       presentation, which may result in the award of a contract. The only information that will
       then be released is the name of the successful vendor and the value of the successful
       award. Unsuccessful vendors may contact the Attorney-General‟s Chambers to receive
       feedback about their own proposal only.
8.2   Standard Evaluation Process – The Government of Bermuda releases Requests for
      Proposal and awards projects to appropriate vendors based on the procedure outlined
      below.
        1. Publish RFP.




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       2. Notify vendors of RFP publication.

       3. Vendor written questions & published responses.

       4. Receipt of vendor proposals.

       5. Copy proposals to Project Team (comprising business area, technical, specialist,
          project management staff).

       6. Summarize proposals & copy summary to Project Team.

       7. Individual review of proposals by Project Team members.

       8. Short Listing meeting:
          a. Comprised of Project Team.
          b. Each member – provide personal shortlist, based on proposals that they feel
             meet the business and technical requirements, have realistic costs and warrant
             further consideration.
          c. Team discussion and comparison of all proposals.
          d. Record number of times each proposal appears on a personal shortlist.
          e. Shortlist proposals with the highest scores (NB – no predetermined number
             shortlisted, just those that the team feels warrant further consideration based on
             scoring).

       9. Notify non-shortlisted vendors.

       10. Invite shortlisted vendors to present proposal to Project Team and answer questions.

       11. Provide advance questions to vendors.

       12. Vendor presentations.

       13. Project Team provides individual “pros”, “cons” and “general impressions” of each
           shortlisted proposal.

       14. Consolidate and copy “pros”, “cons” and “general impressions” to Project Team.

       15. Review meeting:
           a. Comprised of Project Team.
           b. Discuss “pros”, “cons” and “general impressions”.
           c. If appropriate - identify preferred vendor.

       16. Obtain client references and copy to Project Team.

       17. Business area select preferred vendor, based on all information available.

       18. Obtain Ministerial approval.

       19. Negotiate contract.

       20. Notify unsuccessful vendors and publish name of successful vendor.

8.3   Selection Criteria – Selection criteria will be a combination of both financial and non-
      financial factors. Strong preference will be given to proposals that demonstrate a




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       successful track record on similar projects and take advantage of time and cost savings
       that might be gained from modifying existing software or using a COTS-based approach.

                                                                                    th
8.4    It is anticipated that a short list of potential vendors will be identified by 10 October 2008.
                                                                                        nd   th
       These vendors will be invited to make a presentation during the period 22 to 24 October
       2008.
8.5    It is anticipated that the successful vendor will be notified by early November 2008 and that
       the contract negotiations will be complete by mid-December 2008 allowing project initiation
                      st
       to begin by 1 January 2009.

9     Negotiations
9.1    The Government of Bermuda reserves the right to enter into discussions or to negotiate
       with a vendor as it sees fit, or with another vendor or vendors concurrently. In no event will
       the Government of Bermuda be required to enter into discussions or negotiations on similar
       or other terms or offer any modified terms to any other vendor prior to entering into a
       binding contract. The Government of Bermuda shall incur no liability to any vendor as a
       result of these discussions, negotiations or modifications.

10 Acceptance and Authority to cancel this RFP
10.1 The Government of Bermuda will not be obliged to accept the lowest priced proposal or
     any of the proposals submitted. Each vendor acknowledges and agrees that the
     Government of Bermuda will have no liability or obligation to any vendor, except to the
     party, if any, awarded a contract by the Government of Bermuda in its sole discretion and
     the Government of Bermuda shall be fully and forever released and discharged of all
     liability and obligation in connection with this Request for Proposal (RFP). The
     Government of Bermuda will not make public the vendor submissions and reserves the
     right to cancel this RFP without any obligation or reimbursement to vendors.

11 Delivery
11.1 The solution is considered delivered when the application is running in production mode
     and signed off by the Attorney-General‟s Chambers and the ITO as part of a clearly defined
     Acceptance and Test Plan.

12 Ownership
12.1 All data is owned expressly by the Government of Bermuda. The vendor can only take
     possession of the Government of Bermuda data for the purposes of data conversion,
     testing, and direct deployment tasks. Use of the data for purposes other than this is
     prohibited and requires written authorization by the Government.
12.2 Vendors should provide an explanation of ownership, licensure, and resale expectations of
     the application, source code, derivatives of source code, or intellectual property from the
     vendor‟s perspective.

13 General
13.1 All proposals will be considered final. No additions, deletions, corrections or adjustments
     will be accepted after the time stated above.
13.2 The Government of Bermuda shall not purchase services from any business owing
     delinquent taxes to the Government of Bermuda.




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13.3 Upon awarding and acceptance of a contract for goods or services, a Government of
     Bermuda Purchase Order will be issued as a guarantee to pay. Payments will be
     authorized on invoices 30 days after receipt of the contracted goods or services. All
     responses must include any proposed variations to these standard payment terms for
     discussion and negotiation.



14 Project Authorities
Executive Sponsor                    Senator The Hon. Kim Wilson JP, Attorney General
Contract Authority                   Don Macpherson, Chief Parliamentary Counsel
Project Coordinator & AG Liaison     Shanell Vaughn
Project Manager & ITO Oversight      David W. Bedard



15 Summary of Key Dates
                                            th
Publish Request for Proposal         18 August 2008
                                       th
Cut off for questions                5 September 2008
                                            th
Vendor proposals submitted           26 September 2008
                                            th
Vendor Shortlist created             10 October 2008
                                            nd   th
Vendor presentations                 22 to 24 October 2008
                                            st
Successful proposal chosen           31 October 2008
                                            th
Contract negotiations completed      19 December 2008
                                       st
Project initiation                   1 January 2009
Go-live                              September 2009




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Appendix A – ITO 2008/140 Pricing Summary of
Proposal

                                       Cost of Acquisition

Item                                    Description/Details                           $Cost
                                        (please provide details of milestones, etc)
   Hardware

   Software

   Analysis/Design

   Development

   Vendor Project Management

   Training

   Travel

   Expenses

   Total Cost of Acquisition


                                       Cost of Ownership

Item                                    Description/Details                           $Cost


   Software License Fees

   Support Contract Fees

   Other Recurring Costs or Expenses



   Annual Total Cost of Ownership




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Legislation Information Management System
                    (LIMS)
           Statement of Requirements


                  FINAL COPY
        Government of Bermuda                                             Legislation Information Management System



Table of Contents
1      Introduction ............................................................................................................................. 1
    1.1      Document Purpose......................................................................................................... 1
    1.2      Document Conventions .................................................................................................. 1
    1.3      Intended Audience & Reading Suggestions .................................................................. 1
    1.4      Document Directives ...................................................................................................... 1
    1.5      References ..................................................................................................................... 1
2      Business Requirements .......................................................................................................... 2
    2.1      Background .................................................................................................................... 2
       2.1.1 The Legislature .......................................................................................................... 3
       2.1.2 Types of Legislation ................................................................................................... 3
       2.1.3 The Legislative Process (Brief Overview) .................................................................. 4
             Figure 1 – Legislative Process for a Bill ......................................................................... 7
    2.2      Business Opportunity / Problem ..................................................................................... 8
             Figure 2 – Potential e-transmission functionality for LIMS ........................................... 14
    2.3      Business Benefits ......................................................................................................... 15
    2.4      Business Risks ............................................................................................................. 18
             Table 1 – Project Risks ................................................................................................ 18
3      Vision of the Solution ............................................................................................................ 22
    3.1      Functional Requirements ............................................................................................. 22
    3.2      Assumptions & Dependencies ..................................................................................... 27
4      Scope and Limitation ............................................................................................................ 30
    4.1      Releases ...................................................................................................................... 30
5      System Context ..................................................................................................................... 31
    5.1      Stakeholder Profiles ..................................................................................................... 31
    5.2      Related Systems .......................................................................................................... 35
    5.3      Context Diagram .......................................................................................................... 35
       5.3.1 Purpose .................................................................................................................... 35
             Figure 3: Bermuda LIMS System – Context Diagram ................................................. 36
6      Interface Requirements......................................................................................................... 37
7      Non-Functional Requirements .............................................................................................. 38
    7.1      Introduction ................................................................................................................... 38
       7.1.1 Description ............................................................................................................... 38
       7.1.2 Purpose .................................................................................................................... 38
    7.2      Project Directives ......................................................................................................... 39
       7.2.1 Prototype User Experience ...................................................................................... 39
       7.2.2 Database Design and Signoff .................................................................................. 39
       7.2.3 To Be Determined .................................................................................................... 39
    7.3      Hardware and Software ............................................................................................... 40
       7.3.1 Infrastructure ............................................................................................................ 40
    7.4      Quality Assurance Requirements................................................................................. 41
    7.5      Documentation Requirements ...................................................................................... 41
    7.6      Training Requirements ................................................................................................. 41
    7.7      Data Migration Requirements ...................................................................................... 42
    7.8      Volumes and Scalability ............................................................................................... 43
    7.9      Archive and Record Retention ..................................................................................... 43
    7.10     Audit Trails ................................................................................................................... 44
    7.11     Availability .................................................................................................................... 44
    7.12     Back Up and Recovery ................................................................................................ 44
    7.13     Security ........................................................................................................................ 44
       7.13.1      Application Security Requirements ..................................................................... 45
       7.13.2      Database Security Requirements ........................................................................ 45
       7.13.3      Minimum Security Requirements ........................................................................ 45
       7.13.4      Non- Repudiation Requirements ......................................................................... 46



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        Government of Bermuda                                         Legislation Information Management System


  7.14    Other Non-Functional Requirements ........................................................................... 46
     7.14.1     Proposed Performance........................................................................................ 46
     7.14.2     Support ................................................................................................................ 46
     7.14.3     On-going System Maintenance ........................................................................... 46
     7.14.4     Multiple Environments ......................................................................................... 47
Appendix A – Organization Chart .................................................................................................. 48
Appendix B – Schedule of Legislative Process for Bills ................................................................ 49
Appendix C – Schedule of Legislative Process for Subordinate Legislation ................................. 50
Appendix D – Legislative Agenda (sample) .................................................................................. 51
Appendix E – „Black Book‟ (extract) .............................................................................................. 52
Appendix F – Grouping of Titles (current) ..................................................................................... 55
Appendix G – Required Screen Inquiries & Reports ..................................................................... 56
Appendix H – Glossary of Terms................................................................................................... 57
Appendix I – LIMS Project Features Checklist .............................................................................. 67




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     Government of Bermuda                        Legislation Information Management System



1 Introduction

1.1 Document Purpose
This document describes the functional and non-functional requirements for a new Legislation
Information Management System, along with a historical perspective of current legislation
management procedures, and the problems / requirements which the new system must address.


1.2 Document Conventions
This document contains no special fonts or highlighting for reasons beyond emphasis /
clarification purposes; however, multiple paragraphs contained within section or sub-section
headings are numbered starting at (1) to assist Vendors with reference points during the Question
and Answer period.


1.3 Intended Audience & Reading Suggestions
This document is intended primarily for Vendors who wish to submit proposals. It should also be
used by developers of the successful proposal.


1.4 Document Directives
1. Vendors who wish to submit proposals that address Bermuda‟s Legislation Information
   Management System requirements must complete the Features Checklist found in Appendix
   I of this document and include the checklist with their submitted proposals.

2. Where necessary, answers for each of the features contained within the checklist(s) should
   be clarified, expanded upon, or proven within the Vendor‟s submitted documentation.


1.5 References
1. This document may be found on the World Wide Web under the Software RFP‟s tab at
   http://www.ito.gov.bm .

2. The on-line version of Bermuda‟s laws may be found on the World Wide Web under
   http://www.bermudalaws.bm/ .

3. The Bermuda Styles Manual, which attempts to establish a uniformity of drafting style so that
   it meets a specific standard, is referred to extensively throughout this document. Although it is
   not appended to this document, the styles manual will be made available upon request on a
   confidential basis to interested Vendors.




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     Government of Bermuda                          Legislation Information Management System



2 Business Requirements
This section describes the business case for the proposed system.


2.1 Background
1. Bermuda is a cluster of 138 coral islands and islets located in the North Atlantic Ocean
   approximately 650 miles (1,046km) east of North Carolina. It is approximately 22sq miles
   (56km) in size with a sub-tropical climate. The resident population of Bermuda numbers
   approximately 79,000. Bermuda is divided into 9 parishes, with one city, Hamilton, as its
   capital. The main language spoken in Bermuda is English; Portuguese is also spoken, but by
   a small minority of the population.

2. Bermuda is a self governing British Overseas Territory, with a democratic Parliamentary
   system based on the Westminster model, and a legal system derived from the UK. Its
   economy is primarily based upon international business (insurance, reinsurance, investment
   funds and special purpose vehicles) and tourism. Britain retains executive authority over
   Bermuda with control of defense, internal security, and foreign affairs through its
   representative, His Excellency, the Governor, who is appointed by Her Majesty the Queen.
   The Governor must also provide assent to all applicable legislation before it becomes
   enacted. All proposed legislation is drafted by the Governments chief legal advisors, the
   Attorney-Generals (AG‟s) Chambers.

3. The AG‟s Chambers is headed by the Attorney-General, who also serves as the Minister of
   Justice (although these roles can be separate). The role of Attorney-General in Bermuda
   dates back as early as the late 1600‟s. Historically, the Attorney-General‟s Chambers was
   additionally responsible for the prosecution of crimes for the crown; however, this
   responsibility diverged from the AG to a newly created Department of Public Prosecutions
   (DPP) in 1998. The DPP is an independent body which reports neither to Cabinet nor to
   Parliament.

4. Since 1998, the chief mandate of the Attorney-General‟s Chambers has been to provide high
   quality legal advice and litigation services, as well as the drafting of „sound‟ legislation for the
   Government. The AG‟s Chambers is divided into several sections which include:-
           Parliamentary Drafting Section
           Civil Advisory Section
           Administration Section

5. The Parliamentary Drafting Section of Chambers performs three critical roles on behalf of the
   Attorney-General.

     a) The Parliamentary Drafting Section vets Government‟s proposals for legislative
        initiatives and then drafts legislation for Ministers and Junior Ministers to table in the
        House of Assembly and Senate.

     b) The Parliamentary Drafting Section advises Ministries on the interpretation of legislation
        and on constitutional issues, and drafts constitutional instruments.

     c) The Parliamentary Drafting Section updates and maintains the Attorney-General‟s
        Legislation Database.




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6. Bermuda‟s legislation is not materially different from other Commonwealth jurisdictions, and
   its legislative process is also similar, but with a few exceptions. The following three (3)
   subsections (2.1.1, 2.1.2, and 2.1.3) contain a brief overview of the Legislature, types of
   legislation, and the legislative process.


2.1.1 The Legislature
1. Bermuda‟s Legislature is made up of three parts as follows:

      Her Majesty the Queen                The Senate              The House of Assembly
      (represented in Bermuda       (11 appointed Senators)            (36 elected MPs)
          by the Governor)

2. Section 26 of Bermuda‟s Constitution empowers the Legislature to “make laws for the peace,
   order and good government of Bermuda”.

3. Section 35 of the Constitution provides that the power to make laws “shall be exercised by
   Bills passed by both Houses, either without amendments or with such amendments only as
   are passed by both Houses, and assented to by Her Majesty or by the Governor on behalf
   of Her Majesty.” This is the process by which a Bill becomes an Act (Statute).

2.1.2 Types of Legislation
1. Legislation (laws, Acts, or Statutory Instruments) comes in two forms:

    a) Primary legislation – Acts, Public Bills, Private Members‟ Bills, and Private Bills;

    b) Subordinate legislation which is made in accordance with powers contained in primary
       legislation and includes rules, regulations, orders, and rules of court which are known
       collectively as statutory instruments.

2. A Bill only becomes an Act (law) when assented to (signed) by the Governor. Almost without
   exception, the Bills encountered on a regular basis are Public Bills promoted by the
   Government. A Private Member’s Bill is a Public Bill promoted by an MP or Senator.
   Private Bills are presented on behalf of an association or group of individuals (e.g. a
   business entity, church, or school), and often contain legislative provisions for the
   incorporation of a company.

3. Bills may be free-standing or amending. A free-standing Bill, as its name implies, stands
   alone and (generally speaking) will be about a new subject. An amending Bill amends an
   existing statute, by adding or removing provisions. Once an Amendment has been made, the
   amending Act will not be included in the Revised Laws or on the active database as a
   separate Act. However, the Amendment will be so included as part of the statute that it is
   amending. It should be noted that all Acts passed in a given year, whether free-standing or
   amending, can be found in the annual volumes of legislation. (Note: For purposes of clarity,
   amending Bills / Acts will be referred to throughout the remainder of this document as
   “Amendments”.)

4. Most Bills speak only to the future (i.e. they do not have effect until they have come into force
   on commencement). In certain cases, however, legislation may be retrospective / retroactive
   and affect things which have already happened or rights accrued. Such legislation will
   usually include a provision deeming the Act to have come into force before it is enacted.




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5. Statutory instruments can only be retrospective if specifically provided for in an enabling
   power.

2.1.3 The Legislative Process (Brief Overview)
1. The Legislative Process is the process by which the Government‟s policy ideas become a
   part of the legal infrastructure in Bermuda. There are many reasons why it is necessary to
   bring forward legislation, including the following:
       a) to give effect to the governing party‟s political manifesto;
       b) social issues;
       c) to raise revenue;
       d) changes needed to deal with technological advances;
       e) suggestions from groups such as the Bermuda International Business Association
            (BIBA) to assist international business;
       f) departmental policy initiatives;
       g) international conventions which require changes in domestic law;
       h) international pressure to effect change (e.g. OECD guidelines on financial services
            regulation);
       i) correction of mistakes;
       j) law reform

2. Proposed legislation, therefore, starts as a policy idea that follows a formalized process
   before it becomes a Bill.

3. First, the policy idea must be approved by the appropriate Minister(s), before a draft Cabinet
   Memorandum is prepared by the Ministry or Department primarily concerned, and presented
   to the Attorney-General for legal approval. The Cabinet Memorandum system is designed to
   ensure that everyone who peruses the policy initiative has the necessary information before
   them in a concise, readable, standardized form. Cabinet documents, therefore, follow a
   standardized format.

4. Memoranda with financial implications must then be submitted to the Minister of Finance,
   whose approval / comments must be included in the text of the memorandum. The Premier
   must also be consulted when a memorandum has financial implications, and approval must
   be granted by the Premier before submitting to Cabinet.

5. The Memorandum, with necessary approvals, is then submitted to Cabinet for approval.
   Cabinet makes priority decisions on legislative initiatives with input from the Civil Service
   Executive (CSE). If Cabinet concurs with the initiative contained with the Memorandum, then
   it issues a Cabinet Decision that authorizes the appropriate Minister to issue instructions
   respecting the contents of the new Bill.

6. Bills, Rules, and Regulations must always be drafted by the Attorney-General‟s Chambers.
   Therefore, the Permanent Secretary (PS) of the responsible Ministry provides the instructions
   (via letter with accompanying Cabinet Memorandum and conclusion) to the Chief
   Parliamentary Counsel (CPC) at Chambers who receives the instructions and assigns one or
   more legislative drafters to draft the bill ASAP. When two or more drafting instructions are
   received at once, the CPC makes a determination on drafting priorities. (Note: In the case of
   financial institutions legislation, the instructions are provided to the Director, Legal Services
   and Enforcement, at the Bermuda Monetary Authority (BMA), and the final draft is then
   provided to the CPC for review before it is tabled.)

7. The legislative drafter works with the subject-matter specialists in the originating Department
   to develop a Bill. A Bill may amend an existing statute, be entirely new subject-matter, or a


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    combination. A draft Bill may comprise of one (1) page of text, or may comprise many
    hundreds of pages. Some legislation can be completed in a matter of days, while others may
    take a year or more to be completed. There is no static work queue for legislative drafters, as
    some instructions that arrived over a year ago may be anteceded by a higher priority draft
    that arrived just a week ago. The priority of drafts is dependent upon the Government‟s
    priority at any given time.

8. Throughout the drafting process, a Legislative Processor within Chambers provides
   administrative support to the drafters in a variety of ways including:
            Creation of an initial template for the type of document being drafted;
            Formatting when requested by the drafter;
            Tracking / reassignments of the file;
            Printing of hardcopies;
            Distribution of hardcopies to the Legislature, The Cabinet Office, etc.,
            Other administrative functions as needed;

9. In addition to the above, the Legislative Processor maintains a key document, the Legislative
   Agenda (see Appendix D), which contains all legislative initiatives before Chambers by order
   of status. The Legislative Processor sends updated copies of the Legislative Agenda weekly
   to all drafters, as well as to the Attorney-General who can then speak about the Legislative
   Agenda to Cabinet.

10. Once the drafting process is initially completed, the Bill is considered by the Attorney-
    General‟s Legislation Committee, composed of the AG, the CPC, the relevant PS, and
    instructing officers; once approved by the Legislation Committee, the responsible Minister
    submits a second Cabinet Memorandum requesting authority to table the Bill. When
    authority is granted, it may be introduced in either the House of Assembly or the Senate,
    unless it contains monetary (taxation) implications, in which case it must be introduced in the
    House of Assembly.

11. Once a Bill is introduced in the Legislature, it is debated, possibly amended, and either
    passed or defeated.

12. During the Legislature‟s consideration of a Bill, the Bill‟s drafter is available to make
    modifications to it as determined by the Legislature. The Clerk to the Legislature, an
    independent position which also reports neither to Cabinet nor to Parliament works with the
    drafter to ensure that the draft Bill is kept updated in accordance with any motions made in
    the Legislature.

13. If passed by both Houses, the Bill is submitted to the Governor for assent, and normally is
    assented to and thereupon becomes a statute. It may come into force upon assent, or later
    as specified within its text (usually by proclamation or order).

14. The legislative process for Subordinate Legislation (Regulations, Rules, Orders, Notices)
    follows a similar sequence but with one major difference. Subordinate legislation may be
    carried out in one of two ways; by:
        Affirmative Resolution Procedure – must be voted on and affirmed (approved) by both
         the House and Senate in accordance with the rules and time frames prescribed by both
         bodies before being signed and published (coming into force). Regulations/rules/orders,
         etc. (Statutory Instruments) subject to the Affirmative Resolution Procedure are laid in
         draft in the House of Assembly and Senate and cannot be made until a “resolution
         approving the draft has been passed by both Houses and communicated to the Governor
         by message”. In this way, Statutory Instruments carried out by the Affirmative Resolution



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         Procedure are said to be “laid then made”; they are then “made” by signing and must be
         published in the Gazette (whole text) before they can come into force.
        Negative Resolution Procedure - does not require voting on and affirming (approval) by
         both the House and Senate, although it can be subject to annulment by the House. A
         Regulation carried out by Negative Resolution Procedure must simply be published
         before coming into force. This procedure is used generally for Statutory Instruments
         which do not impose a fine or tax. Statutory Instruments subject to the Negative
         Resolution Procedure are made by a Minister by his / her signing them. They cannot
         come into force before being published in the Gazette (whole text). In this way, Statutory
         Instruments carried out by the Negative Resolution Procedure are said to be “made then
         laid”; they must then be laid “as soon as practicable after making” before both Houses
         and may be annulled in whole or part by resolution of either House within the period of
         “21 days… or the third sitting day… whichever is the later”. If this happens, the maker
         must gazette notice of the annulment of the Statutory Instrument or part, but this does not
         affect anything already done under the instrument.

15. Some types of Subordinate Legislation are not subject to Parliamentary scrutiny and are
    simply made and gazetted (e.g. rules of court; commencement day notices). In this case,
    commencement can be either on date of gazetting or on a later date specified in the
    instrument.

16. The regulation-making power in an Act will normally specify which procedure is to be used. If
    it is silent, section 6(2) of the Statutory Instruments Act 1977 applies the Affirmative
    Resolution Procedure.

17. Apart from the fact that the Affirmative Resolution Procedure is invariably used whenever a
    fee is to be imposed, there is no hard and fast rule about which procedure should be used.
    Generally, the Negative Resolution Procedure is appropriate for procedural / technical details
    and the Affirmative Resolution Procedure should be used for anything more significant.

18. In Bermuda, approximately 33% of Statutory Instruments are subject to the Affirmative
    Resolution Procedure, while the remainder is subject to the Negative Resolution Procedure.

19. The following illustration (see Figure 1) below contains a brief pictorial schema of the
    legislative process for a Bill (Primary Legislation – free-standing or amending). (Note: A
    detailed outline of the „Schedule of Legislative Process for Bills‟ may be found in Appendix B,
    while a detailed outline of the „Schedule of Legislative Process for Subordinate Legislation‟ –
    i.e. Statutory Instruments – may be found in Appendix C of this document.)




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Figure 1 – Legislative Process for a Bill




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2.2 Business Opportunity / Problem
1. Revisions to Bermuda‟s laws have generally been carried out every twenty years, with the
   last full revision carried out in 1989. The purpose of a revision is to remove obsolete /
   repealed statutes, re-format the text, and carry out a consolidation of Acts. (Note: The
   purpose of consolidation is to amalgamate amendments into primary legislation.) Revisions
   are particularly important to the Criminal Code of law, where the social definitions of crimes
   change periodically, and courts look at the language contained in statutes for legal
   interpretation. For example, the definition of „breaking and entering‟ was passed in Bermuda
   in 1908 (Criminal Code Act 1907:13); however, periodic revisions have permitted the
   meaning of „housebreaking tools‟ mentioned in the statute(s) to be updated for applicability
   with contemporary definitions.

2. In 1989 a new law, the “Computerization & Revision of Laws Act 1989” provided a new
   mandate to carry out a complete revision of Bermuda‟s statutes. This revision resulted in
   consolidation of 950 laws produced in 11 bound (hardcopy) volumes. As implied by its name,
   however, the 1989 revision resulted not only in the production of bound (hardcopy) volumes,
   but also in the establishment of an electronic database of active (current) and annual
   (historical) statutes. This action was truly prescient, enhancing Bermuda‟s image world-wide
   for making its laws available on the world-wide-web for public access via the Bermuda Laws
   Online website (http://www.bermudalaws.bm) in 2002.

3. In addition to public access to laws, the revision project started in 1989 implemented a new
   software tool designed specifically for the Attorney-General‟s Chambers, both for use by the
   revision project as well as subsequent drafting assignments. This software, known as the
   „Implex Legislative Processing System‟ (LegPro) was unique at the time, not only to Bermuda
   but world-wide. „LegPro‟ is designed to lead users through the functions of drafting, editing,
   and publishing laws from inception to loose-leaf (hardcopy) production, providing a series of
   aids designed to:
           Steer users through the maze of directories and sub-directories within the system;
           Provide boilerplate text for use in drafting Bills, Statutory Instruments, etc. formatted
            to match the Revised Laws;
           Maintain the integrity of the database and the page-numbering of the Revised Laws
            as printed, while allowing both the database and the individual laws to be updated
            and new loose-leafs printed.

4. The „LegPro‟ database was intended to store the most up-to-date version of the law in effect
   at any given time, and ensure that whatever is generated on computer would eventually
   become the finished product.

5. At the conclusion of the 1989 revision, bound copies (11 hardcopy volumes) of the Revised
   Laws were produced and distributed (sold) both in Bermuda and abroad. The „LegPro‟
   system also enabled the bound copies to be updated regularly (by subscription) with new
   loose-leaf sheets replacing the old pages where applicable. (Note: At end of each year,
   „LegPro‟ would dump changed legislation to a repository which would be sent to the printers
   for producing replacement pages.)

6. At the heart of the „LegPro‟ system was a MS Word version 2.0 word processing system with
   customized built-in macro‟s that provided templates for drafters. When a Bill is drafted,
   „LegPro‟ would validate the text for any imperfections and non-uniformity of style, ensuring
   that the format of legislation would not vary from a prescribed format. This is very important
   to a jurisdiction such as Bermuda where the drafting can exhibit variances, resulting from the
   assortment of countries where legislative drafters within the Parliamentary Drafting Section
   can originate from, bringing with them a variety of drafting styles and techniques. (Note: The



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    countries or origin for current legislative drafters within the Parliamentary Drafting Section
    include Botswana, Ghana, Canada, Scotland, and Bermuda.)

7. Although started in 1989, the revision project did not result in published hardcopy volumes
   until 1992. From there, the system performed adequately until 1998, when a much needed
   upgrade to the latest release of MS Word was implemented to maintain consistency with the
   rest of the Chambers, the Ministry, and Government. This upgrade, however, appeared to be
   somewhat incompatible with the older Word 2.0 environment, resulting in the loss of key
   features (e.g. macro‟s performed abnormally or stopped working altogether). Consequently,
   loose-leaf updates to the bound copies for both Government and subscribers were not
   permissible after the upgrade in 1998; consequently, the bound copies are now considered to
   be somewhat risky to use since they contain legislation that is outdated. (Note: Clients have
   complained since 1998 about their inability to get updates to the Revised Laws, either by
   subscription or other means; such clients have included not only local legal firms and
   international companies incorporated in Bermuda, but also international clients and services,
   such as the UK‟s Legal Library Services who represent various clients and jurisdictions
   around the world.)

8. Attempts to fix „LegPro‟ after this upgrade proved unsuccessful; as „LegPro‟ was custom-
   made, support was unavailable since the software designers were no longer in business.
   Additionally, turnover of skilled staff in the ensuing years resulted in a loss of corporate
   memory in key areas of system expertise.

9. In 2000, the Attorney-General‟s Chambers found themselves 2 years behind with no method
   either to update the hardcopy volumes, or maintain consolidations on a routine basis.
   Chambers had no means to use the macros as they were intended to perform, and found that
   many macros stopped functioning altogether. Since then, Chambers have basically been
   reduced to the production of Amendments, and publishing these on-line (web) with the help
   of third party intervention.

10. The Attorney-General‟s Chambers continue to experience frustration using the macros that
    still function in „LegPro‟. The system today does not provide an automated tracking
    mechanism of any kind to ensure that drafts are not forgotten or duplicated by another
    legislative drafter; it relies instead on manual methods and the knowledge of a few key
    resources such as the Legislative Processor to minimize the occurrence of lost or duplicated
    work. There are few built-in checks and balances that appear to function, and the systems
    reliance on human intervention makes it prone to error.

11. „LegPro‟ is considered obsolete by today‟s standards when considering its foundation which
    is based upon old technology (MS Word version 2.0), and comparing this to modern drafting
    tools and technological advancements available today. In addition, the generation of loose-
    leaf supplements to update bound hardcopies of the laws is also considered obsolete given
    the world-wide trend towards providing electronic-only access to legislation, and the ease,
    versatility, and rapidity (efficiencies) that such access provides using current technology.

12. The majority of legislative drafters within Chambers continue to use the limited functionality
    now provided by „LegPro‟ for their drafting assignments, although a couple of drafters prefer
    to carry-out their work using long hand on legal pads; the reluctance of these drafters to use
    „LegPro‟ may be partially due to the on-going problems plaguing the software, although a few
    drafters also incur some knowledge / training gaps with word processing technology in
    general, particularly in relation to operational requirements such as formatting, etc.

13. The drafting process in general typically involves numerous revisions to legislation both prior
    to, and during consideration before the Legislature. Unfortunately, revisions often overwrite
    earlier versions of the draft. The tendency to overwrite previous versions of draft legislation is
    particularly problematic whenever a Permanent Secretary or Minister changes their mind and



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    wishes to revert back to an earlier version of a draft. Additionally, legislative drafters tend to
    use a „template‟ of a past similar Bill when starting a new one; unfortunately, this action
    periodically results in overwriting the old Bill. The absence of earlier electronic copies of the
    draft which could be reverted to or used for cutting and pasting of applicable text is directly
    attributable to the lack of version control within „LegPro‟. Although the number of draft
    revisions in Bermuda is typically small, there are occasions where the necessity for revisions
    greatly exceeds the norm, amplifying the problems presented by a lack of version control
    within „LegPro‟. (Note: In some jurisdictions, it is not uncommon for one hundred or more
    versions to be created for a single piece of legislation.)

14. In 2002, a local Vendor was contracted by Chambers to provide a Statement of
    Requirements for a replacement system for „LegPro‟; however, lack of funding, combined
    with inadequate support from the senior levels of Government at the time, prevented the
    initiative from moving forward to procurement.

15. Since 2002, the world-wide-web has been the primary tool used by Government and the
    public to access Bermuda‟s laws. Until recently, the Bermuda Laws Online website has
    contained the Revised Laws updated with consolidations to 1998. (Note: A consolidation
    project started in 2005 recently updated the consolidations to 2007 on the web; since then,
    Chambers has further updated the consolidated laws to 2008.) In addition to the
    consolidated laws, the web site has hosted the annual Amendments passed by the
    Legislature since 1998. Although more up-to-date than the bound copies of the Revised
    Laws, the Bermuda Laws Online website contains what is still considered „unofficial‟ laws for
    Bermuda since the outdated bound copies of the Revised Laws legally remain the only „real‟
    laws available at the moment due to text contained within the statute that enabled their
    creation (Computerization & Revision of Laws Act 1989).

16. While all of the laws passed in Bermuda since 1998 are accessible on the web, the
    procedures that were required (prior to the recent consolidations) to get a sense of the law as
    it applies today was both time consuming and archaic. For example, to examine the law(s)
    that applied to the “Bermuda Immigration and Protection Act 1956”, one had to start by
    perusing the 1998 consolidated laws for the statute, and then follow this up by examining any
    applicable Amendments and Regulations within the repository containing the annual
    Amendments right up until the last posted year of Annuals. In essence, to get a sense of
    current law, lawyers / firms who are dependant upon the database were required to perform
    their own consolidation. (Note: This has historically been performed sometimes via cutting
    and pasting of paper copies!)

17. The composition of the web-site also leads to a host of other issues for users; Consequential
    Amendments are one of these. A Consequential Amendment is a section included in an
    Amendment that includes other Acts, not necessarily related to the primary legislation, which
    are affected (amended) by the Amendment containing this section. An amendment to the
    “Motor Car Act 1951” can have many consequential amendments that affect among others,
    the:
           Traffic Offences (Procedure) Act;
           Traffic Offences (Penalties) Act;
           Road Traffic Act;
           Auxiliary Bicycles Act;
           Etc.

18. The potential number of Consequential Amendments and the lack of automated „links‟ from
    these to their referenced legislation exponentially increase the time required for perusal and
    ascertaining of current law, and increases the potential risks / ramifications that may result if
    one or more relevant Consequential Amendment is overlooked.




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19. Although the ascertaining of current law is an on-going concern, maintaining the laws as they
    applied to earlier periods of time is also important; search of earlier statutes is critical,
    particularly in relation to the criminal code where an offence may have been committed at an
    earlier time when the law was different to what it is today. Consequentially, the laws web-site
    is deficient of critically needed point-in-time search functionality for this purpose.

20. Although the laws web-site and in-house (local) database at Chambers both provide search
    facilities intended to expedite the searching of relevant statutes, global searches on both
    these platforms (particularly the local database) are archaic and ineffective. As an example, a
    global search for “bladed article” within a folder containing statutes on the local database
    takes an inordinate amount of time, as made evident by a Parliamentary Counsel who was
    forced to abandon a search demonstration after two (2) full minutes without a „hit‟ being
    registered. Additionally, if a legislative drafter requires amending a statute such as the
    „Bermuda Hospitals Act‟, the drafter might search for relevant statutes by performing a global
    search on the database for the word “Hospital”; while such a search would typically result in
    many hits / results, it may omit Acts that do not include the word “Hospital” within their text,
    but are none-the-less relevant to the amendment being performed. There occasionally
    appears to be no rhyme or reason to the results provided when certain searches are
    performed using the present system.

21. Since 1998, the Attorney-General‟s Chambers have carried out consolidations in-house using
    a piecemeal approach; however, these have been done primarily for their own use, injecting
    these consolidations into their own local database when / where appropriate. This has
    occurred usually during downtimes (summer) when the House is in recess, and the pace of
    legislative drafting abates.

22. As mentioned in an earlier paragraph above, a major consolidation project started in 2005
    recently updated the consolidations to 2007, with further work performed since the conclusion
    of that project resulting in updated consolidated laws to 2008. These updates are now
    available via the world-wide-web.

23. In addition to this activity, the Attorney-General Chambers has been in the process of
    developing a drafting styles manual that seeks to convey the technical rules / units
    (metadata) for the way laws are expressed. The styles manual lays out a formula needed for
    organizing the drafting of Bills and Statutory Instruments; by doing so, the Bermuda Styles
    Manual establishes a uniformity of style so that drafting performed by the various legislative
    drafters within Chambers from different backgrounds conform to a specific standard.

24. Drafting is found in numerous specialties of legal practice; the creation of wills and
    conveyances, for example, is a form of drafting, albeit quite different from legislative drafting.
    With legislative drafting, the meaning should be concise; every word should have an impact,
    with no repetition and minimized verbosity. Drafting is not considered a science as much as
    it is considered an art. Although the drafts of two drafters creating the same legislation
    should match, they rarely will since each drafter brings unique skills and experience to the
    craft. As a consequence, the Bermuda Styles Manual sets certain drafting standards that
    everyone must meet.

25. Although the drafting performed at Chambers is based somewhat on the UK‟s approach,
    Bermuda‟s legislative drafters format legislation very differently using a variation that more
    closely resembles styles found in Canada or Australia rather than the UK, since legislative
    drafters in the UK use a style that is considered antiquated by other commonwealth
    jurisdictions.

26. The Bermuda Styles Manual, therefore, is comprised of a number of extracts from various
    commonwealth drafting sources, and where possible, modernizes and simplifies the style to
    cover a broad range of elements from tagging of sections (titles, headings, schedules, etc.),



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    to wording, punctuality, date formatting, and amending formula. Rules as minute as whether
    a semi-colon or colon should appear after the word „and‟ within a sub-paragraph are
    addressed within the manual.

27. Since the consolidations of 2007 were posted on the web, Chambers has continued updating
    the laws as necessary, so that backlogs of future consolidations are minimized. It is
    accepted, however, that the ability of Chambers to maintain updated consolidations will
    inevitably fall behind again; therefore, Chambers is in need of modernized tools and
    procedures to address the many problems that continue to plague it by continued use of the
    antiquated „LegPro‟ system.

28. The Attorney-Generals Chambers, therefore, is now actively seeking procurement of a new
    Legislation Information Management System (LIMS) to replace „LegPro‟. The new LIMS
    system must first and foremost provide improved tools and procedures for continued drafting
    and publishing of legislation.

29. On the drafting side, the LIMS must be very user friendly, with all formatting automated by the
    LIMS drafting tool. The tool should provide templates that prompt drafters to slot required
    sections into their correct sequence, with automated indentations where necessary. The
    drafting tool must incorporate the rules / aspects (substantive & formatting) that are contained
    within the Bermuda Styles manual in order to provide standardized drafting for Bermuda‟s
    Parliamentary Counsels. (Note: Although the Bermuda Styles Manual should be used as a
    starting point, the Attorney-General‟s Chambers are open to suggested changes as
    appropriate by Vendors in order to facilitate trouble-free integration within Vendors‟ proposed
    drafting solutions.) Although the tool should provide for a standardized drafting environment,
    it must also provide legislative drafters the flexibility for customization of Bills where
    appropriate.

30. Automated consolidation is a main selling feature / motivation for a Bermuda LIMS; therefore,
    the LIMS solution must provide consolidation (on-going) without the need for outside
    assistance. Whenever an Amendment is passed and receives assent, consolidation with its
    parent legislation must be accomplished. Consequently, any proposed LIMS solution should
    provide a mechanism to notify drafters whenever a consolidation must be performed. This
    may be accomplished via an alert and tickler notification system to notify Parliamentary
    Counsel when the operative date of amending legislation is reached, or via some other
    mechanism as appropriate. (Note: The necessity within a Bermuda LIMS for a fully
    automated consolidation feature that is performed at the push of a button, or a semi-
    automated consolidation feature that requires human intervention on the part of a
    consolidator is an unknown requirement at this time.)

31. Any LIMS proposal must also ensure that earlier versions drafts are maintained to enable
    Parliamentary Counsel to understand a Bill‟s origins, and why certain additions /
    Amendments were added or omitted so that planned future Amendments take these reasons
    into consideration. Presently, Parliamentary Counsel maintain hardcopies of earlier draft
    versions, with markups made on them until the final copy is produced, at which time only the
    most significant earlier hardcopies are retained in the file. This can result in the loss of
    considerable information which may be pertinent for future amendments. Consequentially,
    document-based version control is also a key requirement for a Bermuda LIMS. (Note:
    Component-level version control is not considered a necessity for a Bermuda LIMS at this
    time.)

32. On the publishing side, the LIMS must also be user-friendly for both maintainability, and
    perusal purposes. It must allow Chambers to publish legislation online themselves (as
    necessary) without the need for outside assistance. The web-site should also include a
    notification feature / section containing pertinent information to the general public such as
    what legislation is pending (not in effect yet), etc.



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     Government of Bermuda                          Legislation Information Management System



33. Access to historical statutes via the web is another main selling feature / motivation for a
    Bermuda LIMS; therefore, the web-site must provide point-in-time access to statutes.

34. Additionally, the web-site should provide hyper-links between primary, subsidiary, and
    amending legislation, as well as hyper-links to Consequential Amendments (where
    appropriate).

35. Consequently, the web-site should contain at least the following three repositories (buckets)
    that can be accessed for search by the general public:
            Consolidated laws – up-to-date and historical (Bills and Statutory Instruments)
            Annuals (by year) – annual statutes and Statutory Instruments
            Status of Bills before the legislature or Amendments not in force – including
             commencement (operative) dates (i.e. date coming into force)
    (Note: Based upon experience in other jurisdictions, Vendors are welcome to suggest
    alternative repositories that may be better suited for the point-in-time capability that is needed
    on the web.)

36. Accessibility to relevant legislation isn‟t a problem that‟s localized solely to legislation enacted
    through Bermuda‟s legislature. When a treaty is extended to Bermuda, the AG‟s Chambers
    aren‟t provided access to either the text of the treaty, or the parties subject to the convention.
    Such treatise governing overseas territories such as Bermuda are not required to be passed
    locally in Parliament. The resultant lack of access to legislation governing overseas
    territories is particularly detrimental to the ascertaining of these laws and regulations;
    consequently, Bermuda does not have a database of UK laws applicable to Bermuda.

37. The AG‟s Chamber‟s also desire the inclusion of geographic maps within legislation where
    applicable. Some legislation includes maps as attachments and even refers to these maps
    within the body (text) of legislation.   The inclusion of maps was omitted by the
    “Computerization & Revision of Laws Act 1989”, due mainly to system limitations; however,
    the comprehension of certain legislation is difficult to achieve without access to their
    accompanying maps. (Note: see BR46/2006 – “Casement Barracks on Land Front
    Designation Order 2006”)

38. On the workflow side, Chambers are unsure of the level of functionality a new LIMS should
    dedicate to this area, particularly the tracking of legislation. The prevailing sentiment within
    Chambers presently is that the functionality of any new LIMS for Bermuda should be
    centered primarily on drafting, consolidating, and publishing, particularly since the existing
    administrative business processes within Chambers primarily support the drafting and
    publishing aspects of the legacy „LegPro‟ system, and the Legislative Agenda output by these
    processes is essentially a tracking mechanism. A sophisticated draft / instruction (case)
    allocation and tracking feature is not considered a priority, particularly in a jurisdiction like
    Bermuda where Parliamentary Counsel is personally responsible for and retains control of a
    Bill until tabled in the House for debate. Also, Cabinet Conclusions are considered
    Government secrets, and as such, are normally hand delivered in hardcopy form for security
    reasons. A Cabinet Office „Legislative Tracking System‟ (COLTS), an application that is
    designed to track and manage the progress of legislative initiatives (policy papers, Cabinet
    submissions, and Cabinet decisions and directions) from conception through to enactment or
    abandonment, has also been implemented, although it is being used with minimal effect at
    the present time by only the Cabinet Office, and has not been implemented across
    Government. (Note: There are efforts underway to address current usability issues with
    COLTS so that it may be expanded for use by interested Permanent Secretaries.) The
    Attorney-General‟s Chambers are open to all suggestions from experienced Vendors on the
    suitability / scope of LIMS workflow and tracking processes for Bermuda.



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     Government of Bermuda                           Legislation Information Management System



39. There is also a limited value proposition in Bermuda for a LIMS that incorporates
    sophisticated e-transmission of legislation between relevant agencies / stakeholders,
    although there is perhaps a minor benefit that should be further explored in sending Bills
    electronically to the Clerk to the House, and Motions to Amend communicated back
    electronically (see Figure 2 below for an illustration). The Attorney-General‟s Chambers,
    therefore, is also open to suggestions from experienced Vendors on the suitability / scope of
    electronic transmittals between relevant agencies / stakeholders for Bermuda‟s LIMS.


                     Figure 2 – Potential e-transmission functionality for LIMS




40. Although a Bermuda LIMS may provide an opportunity to re-produce future bound hardcopies
    of the Revised Laws on a one-time basis or occasionally, for now, the Attorney-General‟s
    Chambers is concentrated solely in providing a mechanism that allows the general public to
    generate their own hardcopies / updates via the world-wide-web.

41. As the new LIMS comes on-line, Chambers plan to update the “Computerization & Revision
    of Laws Act 1989” so that the de-facto laws of Bermuda revert from hardcopy to electronic
    format. All references to replacement pages, etc. within the Act will be removed for this
    purpose. (Note: Although the electronic version of Bermuda‟s laws will become the de-facto
    version, it will not be produced by the Queen‟s printer, and therefore, will not contain the
    signatures required to make these copies „official‟. The Governor‟s signature is the most
    authoritative version of the Act. The Governor, the Clerk to the Legislature, and the Attorney-
    General‟s Chambers, therefore, will continue to retain all „official‟ copies containing the
    original signatures providing assent. It is, however, within the editorial domain of a Reviser to
    make the electronic version of laws the „official‟ copy. )

42. It should be apparent from the preceding pages that the implementation of a new Legislation
    Information Management System for Bermuda would vastly improve not only the current
    environment for the production of consistent quality legislation in Bermuda, but also timely
    access to current law. As the public become more technically savvy, it is important to meet
    their need for more efficient access to the laws on-demand. A new LIMS for Bermuda will




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     Government of Bermuda                        Legislation Information Management System


    undoubtedly improve the efficiency of its Government, citizens, and businesses by providing
    timely updates and improved access to the laws that govern life in Bermuda.


2.3 Business Benefits
Experience from the handful of Commonwealth jurisdictions that have operational LIMS
environments suggests that there are numerous advantages in having an automated system to
support legislative drafting and publishing in Bermuda. Although some of the benefits anticipated
for Bermuda have been briefly explored in the preceding section, a more thorough list of expected
benefits for the island follows below.

1. The provision of automated tools and services such as those sought by the proposed LIMS
   provides enormous benefits to the AG‟s Chambers in a multitude of ways, including:
           Faster drafting, as evidenced by study / observations in other jurisdictions with
            operational LIMS environments (e.g. Canada). The significantly faster drafting
            process will be aided through use of a modernized tool that is easy to use, functions
            fully, and forces compliance through automated formatting to a uniform drafting style
            (rather than an ambiguous one) that is already tried and proven through consistent
            use in Bermuda. The drafting style defined within the Bermuda Styles Manual that
            will be incorporated into the tool has already been challenged, amended, and found
            to work well.
           Fast and accurate consolidation of statutes and statutory instruments within defined
            time parameters through built-in alerts / improved processes.
           Streamlining of existing business processes.
           Minimization / elimination of lost versions of draft legislation due to over-writes,
            through the provision of version control. The provision of version control will also
            minimize the possibility of sending the wrong version of legislation to the House /
            Governor for passage and assent; consequently, this could avert potential
            embarrassment for the Attorney-General, Parliamentary Counsel, the Clerk of the
            House, the Legislature, etc.
           Curtailed reliance on the Legislative Processor. Manipulation of the current system is
            not intuitive, and is very dependant on the Legislative Processor since this resource
            is often the only person within Chambers who possesses the corporate memory
            necessary to be able to perform certain functions and troubleshoot the many
            problems (limitations) encountered by legislative drafters using the legacy „LegPro‟
            system. This over-reliance on the Legislative Processor occasionally results in work
            interruptions while work sits in a queue awaiting assistance. The improved drafting
            environment offered by LIMS has resulted in a departmental re-organization currently
            underway which will replace the current responsibilities of the Legislative Processor
            with those of a Legislative Assistant whose responsibilities will now solely involve
            administrative support for the Parliamentary Drafting Section of Chambers.
           Modernized electronic publishing methods without a reliance on obsolete methods
            (i.e. loose-leaf replacement pages) for updating and distribution of statutes.
           Reliable web-site with point-in-time access to historical statutes, which is a defining
            feature of a modern LIMS.
           Hyper-links for on-demand access to comprehensive cross-references throughout the
            system between related legislation (primary, subsidiary, consequential amendments,
            etc.).
           Better search mechanism provided both on the in-house database and the web-site
            through modern search tools utilizing advanced full Boolean searches.




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     Government of Bermuda                         Legislation Information Management System


           Minimized reliance on third-party support for publishing. The existing web-site has
            been hosted by a local vendor, “Fort Knox Ltd.”, since 2002, and the process of
            updating the site has been totally dependant upon this vendor. The new LIMS
            should enable Chambers to publish the laws on-line themselves.
           Overall improvements in service and professional image with the public.

2. Real benefits, however, may be most evident by the general public, through the provision of a
   simplified and standardized legislative product that is up-to-date and easily searchable on-
   demand via the world-wide-web delivery system. The LIMS will also enable the public to print
   hardcopies themselves directly from the web. The provision required of LIMS to provide
   access / alerts to Legislation currently tabled before the House should also improve the
   overall transparency of the legislative process for the public.

3. Lawyers and legal firms are also major beneficiaries of a new LIMS, particularly from the
   timely consolidations enabled by the system. It is important for lawyers and legal
   professional in general to know the legal environment they are working in, and the effort
   presently spent checking each Amendment to get a sense of current law is time consuming.
   Prior to the 1989 Revision, lawyers routinely traveled to the House to obtain copies of laws
   that had been passed. The Revision of 1989 provided a method, albeit an outdated one by
   today‟s standards, of obtaining bound hardcopies with regular loose-leaf updates by
   subscription. However, since the breakdown of this system in 1998, the existing Bermuda
   Laws Online web-site has been almost unusable to these firms at times due to the potential
   lag between the consolidations on the site and the current laws passed by Parliament. (Note:
   the lag has at times exceeded eight years.) One of the largest firms in Bermuda, “Appleby”,
   annually publish their own consolidations of 10 or so of the major commercial laws in
   Bermuda, such as the “Companies Act 1981”; these consolidations are relied on by many
   other users including the courts. While this is somewhat embarrassing for the Government, it
   imposes enormous costs on the private firm to produce these publications, since this effort
   requires the resources of two in-house lawyers working full-time for one month annually to
   produce. In addition to the annual consolidations, the firm also produces other publications
   including a register of reported errors in drafting (Revisions and Rectification) that dates back
   as far as 1999, which further supports the requirement for version control. The costs of these
   publications are nearly unquantifiable when considering the cumulative time spent contacting
   the AG‟s Chambers, Finance and other Ministries for clarification and assistance while
   compiling this information, and the resultant loss of billable time.

4. Point-in-time access to historical statutes is also a critical feature for lawyers and their firms
   who must often rely on the law as it applied point-in-time, particularly on criminal
   proceedings.

5. Members of Parliament (MP‟s) also gain to benefit from a LIMS in a variety of ways including
   the following:
           MP‟s won‟t have to review multiple Amendments due to the absence of up-to-date
            consolidations.
           The level of debate on proposed legislation will potentially be elevated since all
            Parliamentarians will have access to updated consolidations.

6. The courts will also benefit greatly from LIMS through up-to-date consolidations and access
   improvements for them as well as other agencies, which should enhance enforcement.

7. Additionally, the proposed LIMS provides a potential for a future electronic Hansard (printed
   recordings of the proceedings of the Legislature) to one day be indexed, provided on the
   web-site and accessible either independently, or via hyper-links from the provisions in statute
   concerning those debates. This feature would greatly assist both the courts and lawyers with
   statutory interpretation of laws where needed, through understanding of legislative intent.


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     Government of Bermuda                        Legislation Information Management System


    (Note: “Pepper v Hart”, a landmark decision made in 1993 in the UK House of Lords provides
    precedence for courts to refer to Parliamentary proceedings for statutory interpretation
    whenever primary legislation is deemed „ambiguous‟.)

8. The provision of LIMS in Bermuda bolsters Government‟s partnership with both the local and
   international business community, providing them with easy and efficient access to updated
   laws. For accountants, lawyers, and other professional practitioners within Bermuda‟s local
   and international business sectors, it is also critical that they know the legal environment they
   are working in. These practitioners will be able to easily put their finger on laws as they
   applied point-in-time.

9. The LIMS can provide a boost to Bermuda‟s international reputation by potentially attracting
   new business. The failing of the existing antiquated system hurts Bermuda‟s competitive
   advantage internationally, and helps to detract people / companies who are interested in
   doing business in Bermuda.

10. The LIMS benefits environmental organizations which also require knowing the legal
    environment they are working in, particularly in relation to Special Development Orders.

11. Improving the current access to Bermuda‟s laws is important both for data protection
    legislation and the Public Access to Information (PATI) initiative; two projects currently
    running in parallel.

12. Ultimately, Bermuda must maintain a reasonable standard of accessibility with regards to its
    legislation. In recent years, this standard has been allowed to fall since the „LegPro‟
    database has not kept pace with legislative change. LIMS offers a world-class environment
    for improved access to legislation; thereby enhancing Bermuda‟s presentation and reputation
    to the world at large. Bermuda‟s international business presence is so important, that the
    “face” Bermuda presents to the world is highly important and valuable to its image. In order
    for Bermuda to be world-class, it must appear to be world-class. That alone provides a
    sound business case for making an investment in a LIMS for Bermuda.




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      Government of Bermuda                                       Legislation Information Management System



2.4 Business Risks
The probability and potential of risks associated with the introduction of a new comprehensive
system and procedures for the drafting and publishing of legislation in Bermuda are enormous
when one considers the potential societal, legal, business, and political consequences. There are
likely unknown pitfalls; consequently, the following table (table 1) contains only the known risks
respecting the development and implementation of a LIMS for Bermuda at this time, along with an
assessment of each risk level relative to probability and consequence, and a narrative suggesting
risk mitigation activities.

Each risk is scored and color coded according to the following matrix.



Probability
4 High                                                                                                          High

3 Med/High                                                                             Medium

2 Low/Med                                                               Low

1 Low

0 None

                    0 None             1 Low                      2 Low/Med          3 Med/High           4 High

                           Consequences


Table 1 – Project Risks
ID    Risk Domain         Project Risk                              P    C    Risk     Proposed Risk Mitigation Activities
                                                                              Level

1.0   Business            Disruption to the legislative             3    4    (H)      The project implementation team will
      Continuity          agenda when the new system is                       High     make all efforts to ensure changeover
                          implemented.                                                 during the summer downtime before the
                                                                                       fall session, when the House is in
      Political                                                                        recess, and the pace of legislative
                                                                                       drafting abates. As a consequence, the
                                                                                       required target date for implementation
                                                                                       of Bermuda‟s LIMS will be late summer,
                                                                                       2009.
2.0   Business            Potential for downtime due to             2    4    (H)      A detailed backup and contingency plan
      Continuity          hardware / software failure will                    High     will be required by the Vendor to handle
                          have a huge impact not only on                               planned and unplanned downtime
                          the Parliamentary Drafting Section,                          occurrences. The system must meet all
      Political           but on the legislature, and                                  of the availability, audit trail, backup and
                          particularly private sector lawyers /                        recovery, and other non-functional
                          firms both locally and                                       requirements as detailed in Section 7;
                          internationally. Prolonged /
                          frequent downtime occurrences
                          may damage Bermuda‟s
                          international reputation as a stable
                          place for doing business.




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      Government of Bermuda                                 Legislation Information Management System


3.0   Business     If the LIMS Vendor becomes                 1   3    (L)   The AG‟s Chambers will require that
      Continuity   insolvent, the AG‟s Chambers may                   Low    either they or an independent third party
                   be unable to obtain support /                             retain copies of any LIMS software
                   software changes for LIMS.                                source and/or compiled code.
                                                                             Additionally, the Vendor will be required
                                                                             to submit proof of long-term financial
                                                                             stability prior to contract signing.
4.0   Project      A risk in project slippage or quality      3   4   (H)    Day to day project needs and liaising
      Management   assurance is apparent if dedicated                 High   will be addressed through commitment
                   project management is not                                 of an in-house resource from within
                   provided to LIMS. Deadlines (late                         Chambers who has already been
                   summer 2009) must be met due to                           earmarked for this assignment.
                   the lack of internal resources, and                       Due to the critical need to implement the
                   the inability to adequately address                       system during the next summer recess
                   implementation issues when                                (2009), the timeframe allotments are
                   Parliament is in session.                                 particularly tight; consequently, a
                                                                             resource has been secured by the
                                                                             Governments Information Technology
                                                                             Office (ITO) for dedicated local project
                                                                             management and oversight for LIMS in
                                                                             order to minimize any potential for
                                                                             project timeframe over-runs.
                                                                             The chosen LIMS Vendor will also be
                                                                             required to dedicate experienced project
                                                                             management resources to this effort.
5.0   Support      There is a potential for the inability     2   4   (H)    Chambers will assign a Legislative
                   of the AG‟s Chambers to maintain                   High   Database Manager to coordinate the
                   and troubleshoot the LIMS once                            Parliamentary Drafting Section‟s work
                   the system is implemented and the                         with the contractor during the contract,
                   Vendor contract ends.                                     in order to learn how to maintain and
                                                                             troubleshoot the LIMS for legislative
                                                                             drafters post implementation. This
                                                                             resource is being secured via the
                                                                             internal re-organization that is nearly
                                                                             complete.
                                                                             Additionally, the LIMS Vendor will be
                                                                             required to provide extensive
                                                                             documentation, and electronic as well
                                                                             as hands-on training (see Sections 8.5
                                                                             and 8.6).
6.0   Support      The lack of timely support due to          3   4   (H)    The availability of on-line remote
                   the potential distances between                    High   support will be required by the Vendor.
                   the Vendor and the AG‟s                                   This may be further mitigated with local
                   Chambers may result in a system                           vendor support.
                   that is unavailable for prolonged                         A support contract with the contractor
                   periods.                                                  will be required as part of the overall
                                                                             project contract, with a mirror system
                                                                             maintained by the contractor so that in
                                                                             the worst case, the contractor could
                                                                             temporarily replace the LIMS in
                                                                             Bermuda (see Section 7.12).
7.0   Security     The potential for breaches in              3   4   (H)    Interfaces between the local database
                   confidentiality is a high risk,                    High   and the web must be secure.
                   particularly considering the                              Security features inherent within the
                   confidential nature of both Cabinet                       local database system / platform will be
                   Memorandum‟s as well as                                   required for the management of user /
                   Government‟s Legislative Agenda,                          group authorization levels. (See
                   the contents of which are                                 sections 8.10 and 8.13 for further details
                   considered Government secrets                             on security and audit trail requirements.)
                   until legislation is tabled in the
                   House.                                                    Additionally, published content via the
                                                                             web must include “official” copies of
                   Additionally, there is a potential for                    legislation in a format that is less prone
                   hackers world-wide to change the                          to alteration, perhaps through the
                   content of published legislation via                      provision of PDF formatted statutes.
                   the world-wide-web.



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       Government of Bermuda                                  Legislation Information Management System


8.0    System Design   There is no local expertise in the       4   4    (H)     The project implementation team will
                       makeup / design, or functionality of              High    require hiring only a contractor with the
                       a LIMS product.                                           requisite experience and skills;
                                                                                 additionally, the Vendor will possess a
                                                                                 proven track record in large scale
                                                                                 project design, development, and
                                                                                 implementation, in order to mitigate the
                                                                                 potential consequences of the many
                                                                                 risks that this project presents (see
                                                                                 Section 3.2 Assumptions &
                                                                                 Dependencies).
                                                                                 The Vendors‟ recommendations for
                                                                                 project implementation and subsequent
                                                                                 handling of risk factors are very
                                                                                 important. Consequently, the project
                                                                                 will rely heavily on those
                                                                                 recommendations and the overall
                                                                                 experience of the Vendor.
9.0    System Design   There is limited time, resources,        3   3    (M)     When deliberating on a supplier for the
                       and expertise within Chambers to                 Medium   LIMS solution, the LIMS project team
                       test the functionality of a newly                         will lean towards acquisition of a system
                       developed system                                          that is an adaptation of an existing
                                                                                 proven system that is operational in
                                                                                 another jurisdiction, and that can be
                                                                                 adapted to meet the major functional
                                                                                 and non-functional requirements
                                                                                 requested for a Bermuda LIMS.
10.0   System Design   If a „Commercially-available Off-        1   2     (L)    Bermuda‟s legislation is not materially
                       The-Shelf‟ (COTS) solution is                     Low     different from other Commonwealth
                       proposed for Bermuda‟s LIMS, it                           jurisdictions, and its legislative process
                       may not meet exactly what the                             is also similar, but with few exceptions.
                       AG‟s Chambers require due to                              Adaptation of a COTS solution for
                       differences in legislation between                        Bermuda‟s requirements should be
                       the Vendor‟s version and                                  minimal.
                       Bermuda‟s version.                                        If a Vendor solution consists of a COTS
                       Additionally, occasional version                          system, then any planned changes to
                       upgrades of a COTS solution that                          the COTS software based upon
                       is operational in one or more                             feedback / requests from an
                       jurisdictions other than Bermuda,                         implementation site other than
                       may adversely affect the                                  Bermuda‟s must receive approval from
                       operational performance / data                            the AG‟s Chambers before such
                       quality of Bermuda‟s LIMS if such                         changes are implemented locally.
                       upgrades are not „tested‟ for
                       quality assurance against
                       Bermuda‟s adapted version, prior
                       to implementation.




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       Government of Bermuda                                     Legislation Information Management System


11.0   Data Quality       Data integrity, and quality              2   4    (H)     Vendors must determine whether their
                          assurance of the data /                           High    drafting environment is suitable for
                          functionality is vital, considering                       Bermuda. The LIMS project team must
                          the enormous legal ramifications if                       carefully assess the pros and cons of
                          flaws exist. There is concern                             fully automated vs. semi automated
                          within Chambers about the ability                         and rigid vs. less rigid drafting solutions
                          to convert existing legislation                           with the assistance of feedback within
                          without the loss of formatting,                           vendor proposals.
                          particularly if converting from Word                      Comprehensive Quality Assurance
                          to XML. Significant loss of                               procedures for system data (legislation)
                          formatting could result in the need                       will be required by the Vendor (see
                          of thousands of man hours to re-                          Section 7.4), and approved by the LIMS
                          format the data.                                          project team, reducing this risk
                          This risk will be compounded if the                       somewhat.
                          AG‟s Chambers purchases a                                 To further mitigate quality assurance
                          newly developed and custom built                          risks, the requirements for this project
                          LIMS that has not been tested and                         clearly necessitate the need for „best
                          is not currently operationally                            practices‟ to be employed in all facets
                          elsewhere                                                 of the project.
                                                                                    The inherent data quality risks further
                                                                                    support leaning towards acquisition and
                                                                                    adaptation of a COTS solution that is
                                                                                    already deployed and currently
                                                                                    operational elsewhere.
12.0   Organizational /   Some personnel may not adapt             2   3    (M)     A comprehensive training plan will be
       Personnel          well to the new system.                          Medium   required (see section 7.6) in order to
                          Staff has been resistant to deviate                       address both user acceptance / buy-in
                          away from replacement pages,                              for current staff as well future staff who
       Training                                                                     will need to know how to use the
                          even though these are no longer
                          working. Historically, there has                          system.
                          been little desire to change much                         The introduction of a new LIMS for
                          in existing business processes due                        Bermuda has been mandated from the
                          to entrenched conservatism on the                         highest levels of Government;
                          part of lawyers.                                          consequently, staff members at
                                                                                    Chambers are accepting of the
                                                                                    inevitable change system that will occur
                                                                                    with its introduction.
                                                                                    This risk is further mitigated by the
                                                                                    presence of several staff currently at
                                                                                    Chambers who have worked with (been
                                                                                    exposed to) modern LIMS systems in
                                                                                    other jurisdictions, and who are familiar
                                                                                    with the benefits of such a system and
                                                                                    the changes that can be expected.
13.0   Organizational /   There may be disruption to some          2   2     (L)    A re-organization has been underway at
       Personnel          organizational structures.                        Low     Chambers to proactively address
                                                                                    anticipated changes as a result of LIMS.




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     Government of Bermuda                               Legislation Information Management System



3 Vision of the Solution
1. This section provides a high-level conceptual description of an „ideal‟ Legislation Information
   Management System (LIMS) solution for the Attorney General‟s Chambers in Bermuda. The
   statements that follow may be viewed as functional requirements that are within the scope of
   the LIMS project (a more comprehensive list containing both functional and non-functional
   requirements may be found in Appendix I of this document which Vendors must complete
   and include in their submitted proposals). It is recognized, however, that design constraints
   found in existing LIMS solutions may result in a „reality check‟ affecting the requirements
   below.

2. Each requirement is prioritized using the following criteria:
            „High‟      – Required („must have‟) functionality.
            „Medium‟ – Desired („nice to have‟) functionality

3. Most of the requirements are prioritized as „High”, and therefore, are to be considered „must
   have‟. (Note: Where constraints exist within their solutions that prohibit the satisfying of
   certain „high‟ priority requirements, Vendors are encouraged to recommend alternatives to
   these un-achievable requirements – where possible.)


3.1 Functional Requirements

#                                             Requirement                                             Priority
1    The LIMS will provide a content management and delivery system that contains all of the           HIGH
     necessary tools and procedures for the continued creation and publishing of legislation in
     Bermuda.
2    The LIMS will consist of an adaptation (customized to Bermuda‟s requirements) of an              MEDIUM
     existing tried and proven LIMS application that is currently operational in another
     jurisdiction.
3    The LIMS will provide functionality for the drafting of Primary legislation (Bills and            HIGH
     Amendments).
4    The LIMS will provide functionality for the drafting of Subordinate legislation (Statutory        HIGH
     Instruments i.e. – Regulations, Rules, Orders, Notices) carried out by the Affirmative
     Resolution Procedure.
5    The LIMS will provide the functionality for the drafting of Subordinate legislation (Statutory    HIGH
     Instruments i.e. – Regulations, Rules, Orders, Notices) carried out by the Negative
     Resolution Procedure.
6    The LIMS will incorporate a modern document editing tool that is easy to use, efficient, and      HIGH
     provides a suitable environment for rapid drafting of legislation.
7    The LIMS document editing tool will comprise a well-formed XML-based (preferable) or              HIGH
     MS Word-based editing tool. (please specify which within your submission)
8    The LIMS document editing tool will provide functionality for automated validation /              HIGH
     formatting for legislation, forcing compliance to a uniform drafting style.
9    The LIMS document editing tool will provide formatting functionality that incorporates            HIGH
     “precedence” features, intuitive templates, and drop down menu‟s containing relevant
     choices / amending formula pertaining both to the type of legislation being drafted and the
     section where drafting is currently proceeding.




                                                                                                            22
     Government of Bermuda                               Legislation Information Management System


10   The LIMS document editing tool will provide functionality for the automatic insertion of            HIGH
     required sections of legislation (i.e. Titles, Headings, Schedules, etc.) into their correct
     sequence with automated indentations where necessary.
11   The LIMS document editing tool will provide functionality for the automatic numbering of            HIGH
     sections, subsections, etc. within draft legislation.
12   The LIMS document editing tool will provide functionality for the creation and detection of         HIGH
     cross references between section numbers within a single document so that a change to
     any section of a draft that is referred to within another section will force a change to the
     other section as well.
13   The LIMS document editing tool will provide standard word processing features such as               HIGH
     spell checking, punctuality, date formatting, etc.
14   The LIMS document editing tool will provide functionality for the cutting and pasting of            HIGH
     legislation at will (as necessary / appropriate).
15   The LIMS document editing tool will incorporate (inherit) the rules / aspects (metadata /           HIGH
     schema) contained within the Bermuda (drafting) Styles Manual, for formatting and
     validation purposes.
16   The LIMS will provide functionality that enables changes which were made within the                MEDIUM
     Bermuda Styles Manual to be incorporated (imported) to the document editing tool.
17   The LIMS document editing tool will provide functionality for formatting over-rides; enabling       HIGH
     customization of Bills outside the standardized drafting environment where appropriate.
18   The LIMS (including document editing tool) will be GUI-based throughout with mouse                  HIGH
     enabled technology.
19   The LIMS document editing tool will incorporate keystroke shortcuts in addition to mouse           MEDIUM
     enablement.
20   The LIMS will provide functionality for fully automated or semi-automated consolidation of          HIGH
     legislation without the need for outside assistance. (please specify which within your
     submission)

21   The LIMS will provide version control for tracking / production of multiple draft copies. The       HIGH
     version control feature will allow a drafter to revert to an earlier version, or allow a drafter
     to copy selected contents of an earlier version into a new version as appropriate.
22   The LIMS will provide functionality for automated management of version control that is             HIGH
     transparent to drafters.
23   The LIMS version control feature will prevent a Bill draft from being overwritten, particularly     HIGH
     when using the Bill as a „template‟ for start of a new Bill / Regulation.
24   The LIMS will provide functionality that permits for two versions of a draft to be presented       MEDIUM
     together for side-by-side comparison; enabling drafters to quickly identify changes
     between the versions.
25   The LIMS will provide e-filing functionality for the safe and secure permanent storage of a         HIGH
     Bill including all prior draft versions.
26   The LIMS will provide functionality for the publishing of legislation by Chambers as needed         HIGH
                                                                     rd
     via the Bermuda Laws Online website without the need for 3 party intervention.
27   The LIMS website will be user friendly, and reliable.                                               HIGH
28   The LIMS website and LIMS in-house (local) database will provide functionality for fast             HIGH
     search and retrieval of Bills and Statutory Instruments.




                                                                                                            23
     Government of Bermuda                              Legislation Information Management System


29   The LIMS website will provide at least three repositories (silos) for access / search by the      HIGH
     general public, including:
             Consolidated laws – up-to-date Acts and Statutory Instruments;
             Amendments & Annual legislation (by year) – statutes and Statutory Instruments;
             Not In Force legislation – Bills / Amendments before the Legislature or
              Regulations, including their status / commencement (operative) dates;
30   The LIMS website will provide a notification feature / section containing pertinent               HIGH
     information such as legislation that is coming up in the House for debate, or Amendments
     and Statutory Instruments coming-into force.
31   The LIMS website will provide an e-mail registration and alert system to automatically           MEDIUM
     notify subscribers of newly posted / amended legislation.
32   The LIMS website and LIMS in-house (local) database will provide functionality for the           MEDIUM
     highlighting of amending text of newly consolidated, but not in force legislation, enabling a
     consolidation to be posted onto the website prior to the commencement (operative) date of
     the Amendment. The text highlighting will automatically disappear once the
     commencement day (operative date) notice has been reached.
33   The LIMS website and LIMS in-house (local) database will provide point-in-time access to          HIGH
     statutes, both current (in force) and historical. Point-in-time access will only be provided
     for all new legislation once LIMS becomes operational (2009).
34   The LIMS website and LIMS in-house (local) database will provide hyper-links within the           HIGH
     text of consolidated legislation, linking these to the Amendment responsible for the text /
     change.
35   The LIMS website and LIMS in-house (local) database will provide hyper-links between              HIGH
     related Acts and Statutory Instruments.
36   The LIMS website and LIMS in-house (local) database will provide hyper-links between              HIGH
     Consequential Amendments and the original Amendment(s) / Acts (where applicable).
37   The LIMS will provide a mechanism to notify /alert drafters once the commencement date            HIGH
     of an Amendment is input, that a consolidation must be performed within 2 weeks the
     Amendment‟s operative date. (Note: It is recognized that upon implementation of LIMS,
     the initial time required for consolidating and publishing may significantly exceed this time
     period.)
38   The LIMS will enable drafters to quickly ascertain that an Amendment to an Act originated         HIGH
     with a different Act via a „Consequential Amendment‟, so that future additional
     Amendments do not adversely affect the originating Act containing the Consequential
     Amendment.
39   The LIMS will provide functionality for the creation of „Explanatory Memoranda‟ within Bills      HIGH
     during drafting and the retention of these separately once an Act is passed, and accessible
     on the database.
40   The LIMS will provide accessibility to „Explanatory Memoranda‟ within the LIMS website.          MEDIUM
41   The LIMS website and LIMS in-house (local) database will provide hyper-links between             MEDIUM
     related „Explanatory Memoranda‟ and Acts.
42   The LIMS website and LIMS in-house (local) database will provide a fast and sophisticated         HIGH
     search mechanism including Boolean searches that contain a full set of Boolean operators
     (e.g. „AND‟, „OR‟, „NOT‟, etc.) for concept searches (full text) either within individual
     repositories (silos), or globally for wider searches.
43   The LIMS website and LIMS in-house (local) database will provide functionality for the           MEDIUM
     saving of search criteria for future re-execution.
44   The LIMS website will provide functionality for automatic collection of usage statistics (e.g.   MEDIUM
     “# of website hits / users‟, „legislation with most access hits‟, etc.).




                                                                                                          24
     Government of Bermuda                               Legislation Information Management System


45   The LIMS website and LIMS in-house (local) database will provide functionality for the             HIGH
     listing of all legislation in alphabetical, rather than “Title” order. (e.g. the „Human Rights
     Act‟ which presently comes under “Title 2 – Constitutional Law” will now come under the
     letter “H”; the „Parliamentary Elections Act‟ will now come under the letter “P”.)
46   The LIMS website and LIMS in-house (local) database will provide functionality for the             HIGH
     organizing and listing of all related legislation by category such as „Public Health‟,
     „Education‟, etc. (e.g. “The Quarantine Act 1946” will fall under the „Public Health‟
     category). This listing will provide a first place for drafters and the public to search before
     performing wider searches using Boolean operators. (Note: There are approximately 31
     known categories which Acts may fall under; these may be found in Appendix F which lists
     the current „Grouping of Titles‟. It should be noted that any future Revision of Bermuda‟s
     laws may potentially affect the number and descriptions of these list.)
47   The LIMS website and LIMS in-house (local) database will provide functionality for the            MEDIUM
     organizing and display of (access to) all legislation by Ministry; inevitably resulting in Acts
     which will be listed multiple times (e.g. the “Police and Criminal Evidence Act 2005” will fall
     under both the „Police‟ and „Health‟ Ministries), since many statutes cross ministerial
     boundaries.
48   The LIMS website will provide functionality that permits the general public to generate            HIGH
     (print) one or multiple hardcopies of legislation on-demand.
49   The LIMS website will provide a „Destinations & Derivations‟ table showing the origins of         MEDIUM
     Bermuda legislation, and provide with links from this table to legislation point-in-time.
50   The LIMS will automatically maintain a „Destinations & Derivations‟ table as legislative          MEDIUM
     changes affecting the composition of this table occur.
51   The LIMS will provide functionality for the automatic generation of incremental „Item             MEDIUM
     Number‟s for Bills and Statutory Instruments, whenever new drafts are started. (Note: The
     Item Number may be redundant with the proposed LIMS; consequently, the AG‟s
     Chambers are open to discarding use of this numbering feature.)
52   The „Item Number‟ for a Bill will follow a prescribed format in its composition; namely the       MEDIUM
     „year‟, followed by „:‟, and „number‟ (e.g. 2008:18).
53   The „Item Number‟ for a Statutory Instrument will follow a prescribed format in its               MEDIUM
     composition; namely the prefix „BR‟ followed by the „number‟, „/‟‟, and „year‟ (e.g.
     BR18/2008).
54   The LIMS will automatically reset the „number‟ portion of the „Item Number‟ to „1‟ at             MEDIUM
                             st
     12:00am on January 1 of every year. Additionally, the „year‟ portion of the „Item Number‟
     will automatically be changed to the new year.
55   The LIMS website will contain „official versions‟ of legislation formatted in a secure             HIGH
     (unchangeable) format such as PDF for security purposes.
56   The LIMS website will provide functionality for the storage of, and access to duplicate            HIGH
     versions of all legislation formatted in either MS Word (preferable), HTML, or .xml
     exportable (transformable) to MS Word, in order to enable private sector law firms /
     lawyers to download extracts for cut and paste purposes.
57   The LIMS website will enable access to / publication of applicable UK legislation (applied        MEDIUM
     laws for Bermuda / Dependant Territories), or provide a link to a website containing
     applicable UK legislation. (Note: It is recognized that Vendors may be unable to provide
     these laws themselves, and that access to these will require the efforts of Bermuda‟s
     legislative drafters. Vendors, however, must be aware of this requirement for database
     sizing purposes.)
58   The LIMS will enable future Revisions (every 10 years) to be conducted using the tools             HIGH
     and features inherent in the system.
59   The LIMS will enable Chambers to produce future bound hardcopies of legislation (if                HIGH
     necessary).




                                                                                                           25
     Government of Bermuda                               Legislation Information Management System


60   The LIMS website will enable future access to „case law‟ (i.e. statutes jurisdictionally          MEDIUM
     considered) and include hyper-links between statutes and applicable cases.
61   The LIMS will provide functionality for draft (instruction) allocation, workflow and tracking     MEDIUM
     features that conform to the established business rules / processes in place, as needed.
62   The LIMS will provide electronic workflows that are customizable.                                 MEDIUM
63   The LIMS will provide a tracking feature / mechanism to ensure that primary legislation            HIGH
     being drafted does not get overlooked / forgotten (i.e. Bills not completed after inordinate
     time, „Commencement Day Notice‟ not fulfilled, etc.).
64   The LIMS tracking feature will provide an alert mechanism to ensure that Statutory                 HIGH
     Instruments that are passed but not in force for a period beyond a prescribed timeframe
     are „laid‟ (Negative Resolution). This will be accomplished either via an alert and tickler
     notification system or via some other mechanism as appropriate.
65   The LIMS tracking feature will provide a mechanism to ensure that legislation being               MEDIUM
     drafted is not allocated / assigned to more than one drafter.
66   The LIMS will provide functionality for the recording of the following details (at a minimum)      HIGH
     against a bill for tracking purposes:
             Item #
             Name of Bill / Instrument
             Originating Ministry
             Drafter in Chambers responsible for Bill
             Date received / assigned to drafter
             Date to be tabled / published
             Date of Passage
             Date of Assent
             Date Gazetted
             Commencement (operative) Date (in force)
67   The LIMS will provide functionality that permits the Parliamentary Drafting Section of            MEDIUM
     Chambers to conduct peer reviews of drafts electronically, without altering / amending the
     original copy / version.
68   The LIMS will provide functionality for the tracking and changing of a draft‟s status (e.g. A      HIGH
     – F) based upon its current location within the legislative process (see Appendix D for a
     sample Legislative Agenda. Appendix H – Legislative Agenda – contains a
     comprehensive description of all the categories.)
69   The LIMS will provide functionality that permits a drafter to continue editing activities          HIGH
     associated with a Bill, even if it has been submitted electronically to other drafters for peer
     review.
70   The LIMS will provide functionality for the electronic exchange (transmittal) of legislation      MEDIUM
     between relevant stakeholders / agencies (e.g. Clerk to the House, Governor, etc.) where
     appropriate. The LIMS will also provide functionality for the electronic transmittal of a
     „Motion to Amend‟ (due to error or other policy reasons) back to a drafter when applicable.
71   The LIMS will provide functionality for the electronic transmittal, reception, and filing of      MEDIUM
     Cabinet Memorandum‟s and Cabinet Conclusions along with the bill for archiving
     purposes.
72   The LIMS will be secure and robust.                                                                HIGH
73   The LIMS will minimize human intervention.                                                         HIGH
74   The LIMS will contain integrated context sensitive help throughout.                                HIGH
75   The LIMS will provide functionality that permits staff at the Parliamentary Drafting Section       HIGH
     of Chambers to generate hardcopies of selected Bills, Acts, and Statutory Instruments on-
     demand.



                                                                                                           26
     Government of Bermuda                              Legislation Information Management System


76   The LIMS will provide built-in Messaging Application Interface (MAPI) compliant e-mail for        MEDIUM
     correspondence both internally and externally.
77   The LIMS will provide functionality for the inclusion of maps (digital and ortho-rectified         HIGH
     photographs) as annotations / annexes to applicable legislation, for access both in-house
     (local database) and via the LIMS website.
78   The LIMS will provide functionality for conversion of a Bill to an Act through                     HIGH
             inclusion of assent and operative dates in the upper right corner;
             changing the name from “Bill” to “Act”;
             insertion of the official Bermuda logo (crest);
             any additional functions required (i.e. Header / Footer changes, etc.).
79   The LIMS solution will provide all of the required screen inquiries and reports listed in          HIGH
     Appendix G.
80   The LIMS solution will provide functionality for the generation of a „Bermuda Laws Gazette‟       MEDIUM
     containing both statutes and statutory instruments (including coming-into-force orders) in
     both PDF and HTML format for on-line access via the Bermuda Laws Online website.
81   The LIMS solution will provide functionality for the generation of a „Bermuda Laws Gazette‟       MEDIUM
     containing both statutes and statutory instruments (including coming-into-force orders) in
     XML format.
82   The LIMS solution will provide functionality for the generation of a „Bermuda Statute             MEDIUM
     Gazette‟ for use as annual volumes, and accessible in both PDF and HTML format for on-
     line access via the Bermuda Laws Online website.
83   The LIMS will provide query / reporting functionality for the ad-hoc production of both            HIGH
     management statistics, and selected data system-wide. (The ad-hoc query/ reporting
     features may be internal to the system, or provided via an add-on tool.)
84   The LIMS query / reporting tool will provide functionality for ad-hoc queries and statistics to    HIGH
     be produced in screen, hardcopy, and PDF format.
85   The LIMS will provide functionality for enhanced aggregate querying and statistics, in order       HIGH
     to answer questions on trends and patterns such as the following:-
             “How many drafts were started within a given year?”
             “How many drafts were enacted into law within a given year?”
             “What was the average turnaround time for drafts, sorted by drafter for a given
              year?”




3.2 Assumptions & Dependencies
1. It is assumed that the successful Vendor (or partnering Vendors) will have a proven track
   record of implementing a successfully operational (on-going) „Legislation Information
   Management System‟ or similar corporate I.T. system in one or more jurisdictions
   internationally; this is imperative, due to the magnitude, complexity, and risks that this project
   poses to all segments of Bermuda‟s society. The scope and complexity associated with this
   massive high profile corporate system precludes hiring a Vendor without proven expertise
   and a supporting track record with similarly sized systems.

2. A Vendor who already has a good understanding of legislative environments in
   commonwealth jurisdictions, especially from the perspective of development of a similar
   system, can provide significant assistance to Chambers in fleshing out the details of the
   implementation of Bermuda‟s LIMS. Such a Vendor is also more likely to be able to properly
   assess both the technical and logistical issues involved in the implementation, as well as the



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     Government of Bermuda                         Legislation Information Management System


    amount of work involved in putting it all together. The amount of training and knowledge
    transfer required for vendors who do not posses this understanding will be prohibitive,
    particularly given the short implementation timeframes that have been established. System
    success, therefore, will be dependant upon choosing an experienced Vendor / business
    partner who can provide relevant guidance, direction, and timely advice on all aspects of the
    project.

3. Since it would dramatically reduce the risk of problems or failure if a Vendor has already
   developed a similar system, this will be given an important weighting in the evaluation of bids.

4. In addition, commonalities found between Bermuda‟s LIMS and „key‟ aspects found in
   jurisdictions with already operational LIMS applications further bolsters the argument in favor
   of acquiring a „Commercial Off-The-Shelf‟ (COTS) solution that is customized to Bermuda‟s
   needs, over developing an application from scratch (prototype) that is „made for Bermuda‟.
   System success will, in large part be measured by, and dependant upon the Vendors‟ ability
   to implement a solution that achieves the following combination:
           Meets (fulfills) all business requirements;
           Meets or exceeds quality expectations;
           Meets the scheduled implementation timelines;

5. Proven experience in the development of an environment that provides legislative editing,
   automatic consolidation, and publishing with point-in-time access capabilities, hyper-linking,
   and version control is, therefore, strongly desired.

6. It is also assumed that the Vendor will have a successful track record working with large-
   scale I.T. implementation projects involving record and workflow management, image
   management, integration / collaboration technologies, and/or COTS implementations with
   adaptations / customized business processes or solutions.

7. Proven proficiency in large-scale web-site design and web-based publishing and content
   delivery systems is a must.

8. Vendors will also be preferred who have proven past experience working with systems
   integration projects in partnership with other I.T. Vendors.

9. The Vendor must provide a team of dedicated professionals with the requisite skills and
   expertise; in addition to expertise in the delivery of the functional requirements already
   described in exhaustive detail earlier, the Vendor team must also possess proven skills in the
   following areas:
           Leading-edge technologies
           Business analysis
           Security
           Quality assurance
           Documentation
           Large-scale project planning and implementation.

10. Vendor staff assigned to the project must also be knowledgeable in the application of „best
    practices‟ to all project activities.

11. Due to the expectation that the tenure of business relationship between the successful
    Vendor and the Attorney-General‟s Chambers will be lengthy, Vendors must provide
    evidence of financial stability as proof of positive long-term outlook for company viability. As
    a further safety precaution for the Government, the Vendor must allow their application code




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     Government of Bermuda                      Legislation Information Management System


                                                                                             rd
   to be retained either by the Attorney-General‟s Chambers / ITO or an independent third (3 )
   party.

12. The successful Vendor will not be permitted unsupervised access to the Attorney-General‟s
    Chambers or its data. Additionally, the Vendor and staff must pass security vetting before
    any contract to undertake this project is signed.

13. If a Vendor solution entails a COTS (Commercially-available Off-The-Shelf) system, then any
    planned changes to the COTS software based upon feedback / requests from an
    implementation site other than Bermuda‟s must receive approval from the Attorney-General‟s
    Chambers before such changes are implemented locally.

14. Vendors must have a proven track record of support and maintenance of their product(s), and
    provide creditable references where appropriate.




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     Government of Bermuda                         Legislation Information Management System



4 Scope and Limitation
This section provides a high-level definition of the scope of suggested releases for the proposed
LIMS solution and goes on to explicitly reject those features that one might anticipate including
but are not required at this time. The information contained in this section is provided for
guidance to the successful Vendor and is subject to revision based on analysis and design and
project planning work that will constitute part of the project.


4.1 Releases

1. There is only one (1) anticipated release of LIMS. This release must include the entire set of
   features (functional and non-functional) contained within this specification to enable it to
   operate fully; in summary, it must provide for the following:
           Drafting of legislation (Primary and Subordinate);
           Automated (full / semi) Consolidation of legislation;
           Hyper-linking between legislation and legislative components;
           Version control;
           Publishing of legislation and legislative components via website;
           Point-in-time access to legislation;
           Notification / Alert system(s);
           Query / Reporting;
           Tracking of legislation; and
           Search and access for efficient viewing by Chambers, and the public

2. There are no anticipated interfaces to other Government systems for this full release.

3. The targeted implementation date of the LIMS Release is September, 2009.

4. Vendors are welcomed to suggest alternatives (phases) to this approach based upon past
   experiences with similar implementations; however, costs based upon the original plan of
   approach as presented must be included.




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     Government of Bermuda                       Legislation Information Management System



5 System Context
This section establishes the boundary of the proposed LIMS system in terms of stakeholders and
how it relates or integrates with external entities, such as other systems.


5.1 Stakeholder Profiles
The following table contains a list of stakeholders categorized by type and describes the main
benefit or feature that is important to each respective stakeholder, or their responsibilities
associated with on-going operational success of the LIMS.

Following is a description of the Codes associated with “Type” of Stakeholder. “SM” = Senior
Management, e.g. Minister, Permanent Secretary or Department Head; “OM” = Operations
Management that refers to middle level managers that supervise and control delivery of services;
“C” = Client that refers to a third party that will access the system, they may be in the private
sector or some other Government Department. A Client is also a recipient of services or
regulations that are associated with this system; “U” = User meaning persons who will use the
system on a routine basis to discharge their responsibilities.




Organization       Stakeholder        Type            Qty         Main Benefits, Features, or
                   (Office / Dept)                                Responsibilities

Ministry of        Attorney-          SM,              35         The mandate of the Ministry is
Justice and        General‟s          OM, U          (total)      to manage the Government‟s
Legislative        Chambers                                       Legislative Programme
                                                 (Parliamentary
Affairs
                                                    Drafting      The Attorney General is the
                                                  Section Staff   Chief law officer of the crown,
                                                      = 12)       who is discharged with
                                                                  advising the crown on what the
                                                                  law is. Consequently, the
                                                                  Attorney-General requires
                                                                  ready access to laws, so that
                                                                  required changes may be
                                                                  undertaken under the direction
                                                                  of the legislature.
                                                                  The direct owners / users of
                                                                  the LIMS will be the
                                                                  Parliamentary Drafting Section
                                                                  of Chambers who will be the
                                                                  primary internal beneficiaries
                                                                  of the system, using all of the
                                                                  functionality provided by the
                                                                  system for the discharge of
                                                                  their responsibilities.

                   Legislature        U, C             60         The business of the
                                                                  Legislature is the making,
                                                                  changing, and amending of
                                                                  laws. Consequently, the



                                                                                               31
     Government of Bermuda                 Legislation Information Management System


                                                         Legislature requires
                                                         knowledge of the laws they are
                                                         amending. The LIMS provides
                                                         an output that is critical to the
                                                         Legislature; a Bill. The LIMS
                                                         also provides a key output
                                                         resulting from the Legislative
                                                         process; an Act.

                  Judiciary         U, C       20        The primary responsibilities of
                                                         the Judiciary are to adjudicate
                  (includes
                                                         charges of criminal conduct
                  Supreme Court,
                                                         and apply sanctions, resolve
                  Magistrates
                                                         disputes, uphold the rights and
                  Court, & Family
                                                         freedoms of the individual, and
                  Court)
                                                         preserve the rule of law.
                                                         Consequently, the Judiciary
                                                         requires knowledge of the laws
                                                         passed by the legislature in
                                                         order to make rulings;
                                                         assessing fines / penalties
                                                         where appropriate.

                  Department of     U, C       20        The Office acts in the public
                  Public                                 interest to prosecute those
                  Prosecutions                           accused of crime and advise
                  (DPP)                                  the police and other
                                                         Government Departments on
                                                         prosecutions. The DPP has a
                                                         vested interest in the
                                                         successful delivery of services,
                                                         which primarily involve the
                                                         enhanced enforcement from
                                                         Police and other enforcement
                                                         agencies resulting as a natural
                                                         by-product of LIMS through
                                                         on-demand access to up-to-
                                                         date consolidations of the law,
                                                         particularly those changes
                                                         made to the criminal code;
                                                         these enhancements assist the
                                                         DPP with its decision making
                                                         and prosecutorial duties, and
                                                         maximize convictions.

Ministry of       Information       OM         32        The ITO will provide dedicated
Energy,           Technology                             project management and
Telecoms., & E-   Office                                 oversight for the
Commerce          (ITO)                                  implementation of LIMS.
                                                         Additionally, ITO will be
                                                         responsible for the
                                                         management / availability of
                                                         the hardware and network
                                                         infrastructure that LIMS will
                                                         require post implementation.



                                                                                       32
     Government of Bermuda              Legislation Information Management System



Bermuda Police    n/a            U, C     (Officers)     Police are the administrators of
Service                                      485         the law; consequently, officers
                                                         at all ranks, including reserves
                                         (Reserves)
                                                         and civilian support staff use
                                            100
                                                         the law throughout the
                                          (Civilian      discharge of their
                                        Support Staff)   responsibilities.
                                             30

Government of     All other      U, C     4,500 est.     All Government agencies are
Bermuda           Ministries /                           also administrators of the law,
                  Departments                            whether by Primary legislation,
                                                         or Subordinate legislation
                                                         (Regulations).

Corporations of   n/a            U, C        u/k         The Corporations of Hamilton
Hamilton & St.                                           & St. Georges also make
George‟s                                                 Regulations via municipal
                                                         powers mandated by
                                                         legislation.

Lawyers / Legal   n/a            C           u/k         Lawyers are an immediate
Firms                                                    audience for LIMS because
                                          (Lawyers)
                                                         they require access to up-to-
                                            +1,000
                                                         date laws in order to provide
                                                         legal opinions as part of their
                                                         business. Since law regulates
                                                         disputes between clients,
                                                         lawyers need to find it in order
                                                         to fulfill their established role in
                                                         dispute resolution. Lawyers
                                                         also require access to the laws
                                                         in a cost effective manner
                                                         since these costs are passed
                                                         onto their customers. LIMS
                                                         will result in diminished costs
                                                         for access to the laws of
                                                         Bermuda.

International     n/a            C           u/k         International Businesses which
Business                                                 are registered in Bermuda are
                                                         completely regulated /
                                                         governed by the laws of
                                                         Bermuda. The entire
                                                         regulatory framework for their
                                                         operation is set-up in law.
                                                         International Business,
                                                         therefore, must operate within
                                                         this framework, or subject their
                                                         shareholders to punishment if
                                                         rules are breached. Increased
                                                         knowledge of the laws reduces
                                                         the cost of business for these
                                                         companies, while ignorance




                                                                                          33
      Government of Bermuda              Legislation Information Management System


                                                        increases their cost.



Bermuda          n/a              U, C       u/k        The Bermuda International
International                                           Business Association (BIBA) is
Business                                                a business organization
Association                                             representing Bermuda‟s
(BIBA)                                                  International Businesses (i.e.
                                                        Bermuda based companies
                                                        providing services and
                                                        products to the offshore client).
                                                        BIBA works with the
                                                        international business industry
                                                        and Government to develop
                                                        and promote Bermuda as the
                                                        world‟s pre-eminent offshore
                                                        business and financial services
                                                        jurisdiction. BIBA‟s „Legislative
                                                        Change Committee‟ discuss
                                                        „real‟ issues affecting BIBA‟s
                                                        membership which may result
                                                        in remedies to the law
                                                        supporting not only current
                                                        membership, but enhancing
                                                        Bermuda‟s reputation as a
                                                        „sound‟ place for doing
                                                        Business for further companies
                                                        considering incorporation on
                                                        the Island. BIBA‟s „Legislative
                                                        Change Committee‟ produce
                                                        periodic reports, such as the
                                                        “Report to the Ministry of
                                                        Finance on Legislative
                                                        Developments”, which can
                                                        often contain draft legislation
                                                        that can help the AG‟s
                                                        Chambers with their mandate.

n/a              General Public   C      (Bermudians)   The general public are an
                                            67,000      immediate audience for LIMS
                                                        since they are bound by the
                                            (Non-       rule of law and also presumed
                                          Bermudian     to know, in particular,
                                          Residents)    Bermuda‟s criminal law;
                                           14,000       consequently, the general
                                                        public are subject to sanctions
                                          (Visitors)    (e.g. incarceration, etc.) if the
                                         600,000 per    rule of law is not followed.
                                           annum        Ignorance is not allowed.
                                                        Therefore, Bermuda needs to
                                                        make its laws accessible to the
                                                        general public, which LIMS
                                                        provides.




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     Government of Bermuda                         Legislation Information Management System



5.2 Related Systems
The following table contains a brief overview of the systems that will interface with the proposed
LIMS solution. The system listed will require interfacing with the first release (see Section 4) of
LIMS.



System                          Description

Implex Legislative              „LegPro is the current software tool used by Chambers for
Processing System               legislative drafting; „LegPro‟ features numerous Word 2.0-based
(LegPro)                        „macros‟ for legislation formatting purposes.

Vendor: Implex Corporation      It is anticipated that a one-time conversion (see Section 7.7) of
                                „LegPro‟ formatted documents (Acts, Bills, Regulations) to the
Platform: MS Word (Office       new LIMS software environment will be required; enabling legacy
Suite) environment              legislation to be accessible for front / back end services (i.e. draft
                                editing, version control, publishing, etc.).




5.3 Context Diagram

5.3.1 Purpose
1. The purpose of the Context diagram is:
             To clarify and confirm the environment in which the system has to operate. Once
              agreed to by the client and the development team, the System Context becomes
              very useful for maintaining focus on the development effort.
             To provide the details at an adequate level to allow the creation of the relevant
              technical specification.
             Verify that the information flows between the solution to be installed and external
              entities are in agreement with any business process or context diagrams.
2. Figure 3 on the following page illustrates the Context Diagram for the implementation of the
   proposed Legislation Information Management System.




                                                                                                    35
   Government of Bermuda       Legislation Information Management System



Figure 3: Bermuda LIMS System – Context Diagram




                                                                     36
         Government of Bermuda                      Legislation Information Management System



6 Interface Requirements

1. There are no planned interfaces between the Legislation Information Management System,
   and internal / external database systems, or external products at this time.

2.    Access to the outside world via the world-wide-web will be facilitated through re-development
     / re-deployment of the existing Bermuda Laws Online web-site, which is not considered an
     interface but rather as an integral part of the overall LIMS solution.

3. Potential future interfaces may be desired for the following:
         Criminal Justice Information System (CJIS) – An existing Government system for use by
          criminal justice agencies, containing driver and vehicle license details, court records and
          warrants, etc; a potential future interface may be desirable for access either to / from
          CJIS for „case‟ law.
         Hansard - recordings of the proceedings of the Legislature.

4. The above are future considerations, and as such should not be considered by Vendors
   within their „Cost of Acquisition Bid‟ at this time.




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       Government of Bermuda                      Legislation Information Management System



7 Non-Functional Requirements

7.1 Introduction

7.1.1 Description
Non-Functional requirements of an IT system are quality requirements or constraints of the
system that must be satisfied. These requirements address major operational and functional
areas of the system in order to ensure the robustness of the system. The Non-Functional
Requirements established for the Solution Architecture are described in this section of the
document. The main areas addressed are:

       Hardware and Software
           o Infrastructure
       Quality Assurance
       Documentation
       Training
       Scalability
       Archive and Record Retention
       Audit Trails
       Availability
       Backup and Recovery
       Security
       Capacity and Performance

7.1.2 Purpose
Non-functional Requirements are used:
       To define requirements and constraints on the IT system. Clear requirements are
        necessary for a successful project because they define the project‟s goals. They clarify
        what is needed and help keep the team focused.
       As a basis for early system sizing and estimates of cost.
       To assess the viability of the proposed IT system / projects.
       To drive the design of the operational models. Non-functional Requirements are
        frequently the most important determining factor of the architecture. Two systems with
        the same use cases but with very different Non-functional Requirements may need very
        different architectures.
       As an input to component design.

The following requirements describe the quality and attributes of the proposed solution and
special instructions concerning the project to build the system.




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        Government of Bermuda                     Legislation Information Management System



7.2 Project Directives
This section describes work that the Vendor must factor into the project plan and cost of
acquisition.


7.2.1 Prototype User Experience
It is important that the system / project component is quick, easy to use, and meets functional
business requirements / objectives. The Vendor must be prepared to develop a prototype (pilot)
of the system / project component well in advance of implementation so that key users may refine
the business process flows before the system and necessary integration is fully developed and
delivered for acceptance testing.

7.2.2 Database Design and Signoff
1. It is anticipated that the requirements for a Legislation Information Management System will
   most likely be met with a COTS (Commercial Off-The-Shelf) solution framework already
   developed and operationally successful elsewhere, but customized for the requirements of
   the Attorney General‟s Chambers. Vendor proposals for entirely new customized solutions,
   however, will also be accepted; however, these proposals will be given decreased weighting
   in their evaluation since acquisition of a proven COTS solution will dramatically reduce the
   risk of problems or failure. Where significant customization of a COTS solution is required
   the Vendor must develop detailed designs of the customization.

2. Where an entirely or significantly customized solution is proposed, the Vendor will be
   required to develop a detailed design of the solution that will include database design,
   workflows, interfaces to existing systems and screen designs (i.e. user experience). User
   Experience Prototype sessions should lead to the discovery of the full database design.

3. The Director of the Information Technology Office (ITO) along with the Database Manager for
   the AG will both be required to signoff on any customized database design down to field
   level.

4. The design signoff will allow the Director of ITO to be satisfied with the overall design, user
   experience and proposed workflow before full construction gets underway.

7.2.3 To Be Determined
The analysis and design aspect of the LIMS project must include time to define detail
requirements for the following:

        Management (statistical) and Operational Reports – The Vendor must provide for the
         development of a finite number of routine management statistical reports, along with
         standard reports and hardcopy extracts that the system should provide. Required screen
         inquiries and hardcopy reports are listed in Appendix G. All reports should be capable of
         being produced in both hardcopy and PDF format.

         Vendors must include within their proposals, any additional reports they recommend as a
         minimum requirement for the LIMS based upon experiences acquired from jurisdictions
         already operating a full functioning LIMS. Due to the requirement of the AG‟s Chambers
         to provide reports to the Legislature / Cabinet on-demand, Vendors must also provide a
         reporting environment for building ad-hoc reports. Vendors must include the provision for
         the required routine management / statistical reports (Appendix G) as well as an ad-hoc
         reporting environment within their Cost of Acquisition bid.




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        Government of Bermuda                     Legislation Information Management System



7.3 Hardware and Software
1. The RFP response must supply a complete description of hardware and ancillary software
   requirements to support the solution, along with an architectural diagram and deployment
   diagram. Hardware requirements must be detailed to a level that includes hard drive
   capacity, RAM, and processor speed minimums; however, the Bermuda Government will
   purchase and install all required desktop PCs, servers, and standard software to facilitate
   compatibility with Government‟s inventory, and ease of support. Government‟s current
   standard PC‟s are based upon Intel Pentium-based processors running MS Windows XP
   Professional and MS Office XP Professional. (Note: The ITO is planning on deploying
   Windows Vista Business throughout Government during the 2009 calendar year.)

2. The Vendor should supply estimated costs for all required hardware and ancillary software
   (with the exception of desktop PC‟s), where possible.

3. Acquisition of a solution that meets “high quality” expectations is paramount to this project.
   The solution itself (and supporting architecture), therefore, must be implemented based upon
   widely accepted industry standards to allow for interoperability of applications or systems,
   including integration / data exchange with the entities described in section 6 (Interface
   Requirements). The solution must implement common data standards to allow data
   exchange between systems. Data should be entered only once. Applications that are object-
   oriented with reusable components are desirable but not mandatory.

4. The proposal must separate the total software development effort by percent of new code,
   modified code, COTS, and unmodified code.

7.3.1 Infrastructure

The Legislation Information Management System may be designed to function in any of the
following hardware / software architectures currently supported by the Bermuda Government:-

        IBM iSeries server

        IBM iSeries DB2

        Web servers:-
            o IIS
            o Apache
            o IBM Websphere
            o Java

        Microsoft Windows servers – WIN2000, WIN2003, & WIN2008

        The Government intranet (standard Ethernet and TCP/IP network)

        Microsoft network user authorization and network security

        Microsoft.Net framework

        Microsoft SQL

        Oracle

        Lansa


                                                                                              40
     Government of Bermuda                        Legislation Information Management System



(Note: Although the above infrastructure standards are in place, the Bermuda Government is
carefully evaluating a shift away from rigid application / software standards, in favor of a simple
„you build it, we host it‟ approach to procured software. The Government strictly enforces its use
of MS Office suite as a desktop standard. The Government‟s network infrastructure currently
consists of CAT 5 LAN with 1Gb WAN fibre connection to a set of Blade and VM servers.)


7.4 Quality Assurance Requirements
As stated earlier, acquisition of a solution that meets “high quality” expectations is paramount to
this project. Vendors, therefore, are required to provide a high-level Quality Assurance (QA) Plan
within their submissions that addresses the following:
     a) Validation instruments used for measuring product compliance with requirements;
     b) Verification instruments used for measuring data accuracy;
     c) Expected quantities of system reviews and walk-through with staff (a rough estimate may
         be suggested in lieu of a formal project plan);
     d) Benchmarks (metrics) which will be used to measure performance;
     e) Acceptance testing methodologies / procedures for staff;
     f) Defect documentation and resolution measures;
     g) Change management and control procedures;
     h) Document management procedures;

A QA plan that addresses the above with greater precision and detail will be required by the
chosen Vendor as a submission that constitutes part of the Vendors “Statement of Work” for the
project.


7.5 Documentation Requirements
1. The LIMS Vendor will be required to deliver a Deployment Guide that will describe the
   configuration of the system in a form that can be used to recover the application in the event
   of a severe technical failure or disaster recovery. The Deployment Guide will also cover the
   high level design of the application including the Data Model.

2. The LIMS Vendor is responsible for ensuring that a User Guide is provided with the system.
   Comprehensive, integrated, context-sensitive Help screens are also required.


7.6 Training Requirements
1. Training will be required at the time of installation for all twelve (12) staff members of the AG
   Chambers‟ Parliamentary Drafting Section, and selected support staff from the Bermuda
   Government‟s ITO; this will ensure their capacity to use, support, and administer the system.
   The Vendor is required to offer advice on the approach and content of the end-user training
   program and provide training materials in the form of on-line practice guidance modules and
   accompanying manual(s). The on-line practice guidance modules must be authored initially
   by the Vendor, but provide the capability for Parliamentary Drafting Section staff to edit the
   content themselves as warranted. Additionally, it is desirable, though not mandatory that the
   Vendor provides sophisticated e-learning modules as part of their LIMS solution that
   incorporates detailed training not only on system functionality, but on relevant drafting,
   consolidation, and publishing concepts and procedures as well. The e-learning modules may


                                                                                                 41
     Government of Bermuda                        Legislation Information Management System


    also be authored initially by the Vendor, but provide the capability for Parliamentary Drafting
    Section staff to edit the content of the modules themselves as warranted.

2. Customization of electronic and hardcopy versions of screens shots, already enacted
   legislation in draft editing layout, before and after consolidation images and procedures,
   published (web-based) content, and reports before training will be a particularly important
   component of training for staff, in order to ensure that the screens shots, drafts, published
   content, and reports meet the needs of the AG‟s Chambers.

3. The Vendor will participate in initial training, and set-up a training database / environment for
   the system. The training program(s) will provide staff with a sufficient foundation of
   knowledge to use the system on a daily operational basis.

4. The proposed training approach should address, but not be limited to:
      1. Course descriptions (i.e., learning objectives, content, and duration) of training to be
          provided;
      2. Estimated number of individuals to attend each course;
      3. Where and how the training will be delivered;
      4. Who will deliver the training;
      5. A methodology for assessing or determining whether a person is qualified and
          competent;
      6. Ensuring that all attendees are qualified and competent; and
      7. Any other information the Vendor deems necessary to describe its proposed
          approach adequately.

5. Personnel training costs, including desired e-learning modules, must be itemized and
   included in the Vendor‟s proposal. (If a separate training facility is warranted, the ITO has a
   modern training facility located at their Southside premises.)


7.7 Data Migration Requirements
1. There is at least one major data migration issue known, due to the legacy system that the
   proposed solution will replace.

2. The Parliamentary Drafting Section currently possesses laws in both MS Word format and
   PDF format. The numbers of consolidated laws that must be migrated (converted) to the
   LIMS solution are approximately 1,072. In addition, the numbers / breakdown of Annuals
   (Acts & Statutory Instruments) are as follows:

                            Year       # Acts       # Statutory Instr.

                            1998          44                77

                            1999          52                85

                            2000          42                86

                            2001          40                88

                            2002          39                68




                                                                                                 42
     Government of Bermuda                         Legislation Information Management System



                            2003          24                57

                            2004          42                82

                            2005          47                56

                            2006          42                41

                            2007          27                99

                            2008          36                46



3. It is recognized that formatting may be a major issue for Vendors, particularly given that the
   Attorney-General‟s Chambers requires all statutes and statutory instruments to be converted
   and in compliance with the drafting standards established in the Bermuda Styles Manual
   (which must be incorporated into the draft editing tool). In addition, the publication and
   availability of laws via the world-wide-web is a further complication.

4. The use of a Word-based versus XML-based draft editing tool within Vendor solutions will
   determine to a large degree whether a straight forward conversion or a more complex
   transformation of laws is required. Vendors should be guided by the requirement of
   Chambers that the formatting of migrated laws is guaranteed with all anomalies corrected.

5. Vendors must, therefore, at a minimum provide for the one-time migration and guaranteed
   formatting / compliance of all laws from the legacy „LegPro‟ system into LIMS within their
   solution proposals.

6. Where potential migration issues / opportunities exist, the Vendor must address the plan and
   approach for conversion of data in the design component of the proposal, if necessary.

7. Since the design and development of any required data migration is the Vendor‟s
   responsibility, it must be accounted for as part of the Cost of Acquisition bid; therefore, rates
   for this activity must be included in the pricing component of the response.

8. The Chief Parliamentary Counsel will allocate staff to work with the Vendor to determine and
   execute any required verification control processes to ensure that any data required for
   conversion / transformation is converted completely and correctly.


7.8 Volumes and Scalability
The volumes for the amount of legislation to be processed by the Legislation Information
Management System are approximately fifty (50) Acts and ninety (90) Regulations per annum.




7.9 Archive and Record Retention
All historic data and transactions must be retained by the system at all times for the following
reasons:




                                                                                                 43
        Government of Bermuda                        Legislation Information Management System


        Historic data will, in many cases, contain legislation that is currently in force (the law);
        A clear chain of the legislation history is an essential element of the Legislation
         Information Management System for tracking and quality control purposes;
        Historic data is required in the compilation and maintenance of a „Destinations &
         Derivations‟ table, which is a required output (report) from LIMS.


7.10 Audit Trails
1. The LIMS will provide an audit trail for all transactions and events processed by any user of
   the LIMS. The audit trail will enable legislative edits and back-end processes to be tracked
   from inception to completion showing when the legislation was created and by whom, when
   the legislation was last changed and by whom, and who processed the legislation and at
   what times and for what reason.

2. In particular, an audit trail must be maintained showing any / all changes to legislation.


7.11 Availability
1. The main database and draft editing tool functionality is required to be available for extended
   business hours and on weekends, but may be taken down on a scheduled basis as needed.
   (Note: Government‟s ITO currently require a 12 hour window per month for the handling of
   routine maintenance; consequently, Vendor‟s must provide an approximate schedule of
   anticipated maintenance such as the availability of software patches / upgrades, required
   frequency and procedures for database defragmentation, etc.)

2. Enquiry-only access to the published (web-based) content (including access to downloads of
   formats in PDF and MS Word, HTML, or .xml exportable / transformable to Word) may be
   utilized by stakeholders around the world from all time zones. Consequently, enquiry-only
   access should be available 24 hours a day, seven days a week (24x7).


7.12 Back Up and Recovery
1. The LIMS Vendor will be required to devise a Backup and Recovery Plan. ITO engineers will
   work with the Vendor to build and test the “Backup and Recovery Plan”. The Backup and
   Recovery Plan will be documented as part of the Deployment Guide. The Director of ITO will
   be required to sign off on the completeness of the Backup and Recovery Plan.

2. The architecture must have full redundancy and fail-over capabilities at all levels, and must
   be designed to have no single point of failure. (Note: The LIMS database must be replicated
   across two different locations via mirroring.)

3. The system must be able to recover completely to the close of the previous business day.
   Business continuity plans contained within the “Backup and Recovery Plan” must be detailed
   enough to address full recovery of transactions on the day of failure.


7.13 Security




                                                                                                        44
        Government of Bermuda                       Legislation Information Management System


1. Security is an extremely high priority; the main reasons for this include, but are not limited to
   the following:
            Tampering with, or disabling means to draft or access to the laws would be
             catastrophic to Bermuda‟s social, economic, and political society;
            A bill is confidential (a cabinet confidence) until it is tabled (although before tabling,
             Cabinet can provide approval to release a Bill‟s contents for public consultation);
            There may be additional political reasons for confidentiality, unless freedom of
             information requirements over-rides these concerns; (Note: Currently, there is no
             legislative mandate for PATI regarding issues closely aligned with LIMS.)

2. As a consequence of these and additional reasons not described, the system will incorporate
   the elements of authentication, authorization, and physical security.

3. The existing Government I.T. infrastructure provides a secure environment to host the
   application. The successful Vendor will be required to work with ITO systems engineers to
   plan the secure deployment of the system.

4. Vendors must describe in detail the system security strategy for their solution. As part of their
   strategy, Vendors should provide proposed „system use‟ policies that can be reviewed and
   incorporated as part of the business rules related to data and information security.

5. At minimum, master copies of legislation residing on the website must be kept in a secure
   (un-modifiable) format such as PDF, to prevent tampering. In addition to un-modifiable
   masters, stakeholders within the private sector also desire access to modifiable copies of
   legislation (e.g. MS Word, HTML, etc.) to facilitate easy extraction (cut and paste) of
   applicable text without re-typing.

7.13.1            Application Security Requirements
The Vendor must provide a complete description of the application security that will protect the
system. This description should include hardware and software (firewalls), control over user IDs
and passwords.

7.13.2           Database Security Requirements
Data integrity and delegation of permissions / authorizations are primary areas of security
concern. The following is a list of database security requirements:
        Ensure that all privileges can be controlled through clearly defined role assignments at
         the record and field level.
        Provide for the ability to limit create, read, and update functions through role assignment
         or individual permission assignment and management (special documentation must be
         made for any delete functions that are provided).
        Provide for the ability to create roles and configure create, read, update, and delete
         permissions per use case.
        Provide for database logging of updates, changes, deletions, and rollbacks.

7.13.3           Minimum Security Requirements
The following describes the minimum security requirements for the Application system:
        The system must maintain a custom directory and be capable of connecting to a central
         directory.
        The directory must contain information about each user including user name.
        The system must have the ability to configure user permissions.



                                                                                                    45
        Government of Bermuda                       Legislation Information Management System


        The system must have the ability to allow an administrator to remove permissions.
        The system must have the ability to de-activate users and user groups.
        The system must have the ability to map users to groups.
        The system must have the ability to authenticate users upon logging in to the system.
        The system must have the ability to end a session with a server after a certain amount of
         inactivity.

7.13.4           Non- Repudiation Requirements
1. Provision for the admissibility and evidential weight of e-records is provided by the Electronic
   Transactions Act, 1999 (ETA) which provides for these and other stipulations in accordance
   with the ETA. Quovadis is the Bermuda Government authorized certificate provider.
   Quovadis provides:

        SSL Certificates – for website encryption as well as device to device authentication;

        End User Certificates – for user authentication and signatures;

        Trusted Time-stamping (i.e. digital notarization) – Server-side digital signatures used to
         protect data integrity and provide evidence of transaction timing;

        Development toolkit – for rapid integration into users applications;

2. Any transactions, therefore, which traverse the Internet, must be encrypted via SSL using
   Quovadis Certificates to facilitate repudiation. (Note: If applicable, Vendors may also
   propose trusted time-stamping should the need be apparent based upon Vendor‟s past
   experience.).


7.14 Other Non-Functional Requirements

7.14.1           Proposed Performance
1. The Vendor is required to devise performance test criteria to ensure that the system functions
   as required in the production environment.

2. The Vendor must indicate the average „user‟ response time for the various functions of the
   system. The user response time refers only to server and network response time (i.e.,
   transaction time) – not to the functional time required to process legislation.

7.14.2           Support
If the proposal submitted is for licensed software, Vendors must address telephone or email help
desk support in their proposals. Coverage should be for Monday – Friday, 8am – 8pm Atlantic
Standard Time. Help desk response times with options should be described.

7.14.3           On-going System Maintenance
Proposals for COTS solutions must address application maintenance, including minor product
enhancements as well as subsequent major product upgrades.




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     Government of Bermuda                     Legislation Information Management System


7.14.4         Multiple Environments
Where an entirely or significantly customized solution is proposed, the Vendor solution must
provide both a test and production environment, so that no „development‟ occurs on the
production environment; such proposals must be able to accommodate for change management
processes when moving from the test to production environment.




                                                                                           47
  Government of Bermuda     Legislation Information Management System



Appendix A – Organization Chart




                                                                  48
     Government of Bermuda                               Legislation Information Management System



Appendix B – Schedule of Legislative Process for Bills

(Primary Legislation – free-standing or amending)

1    Formulation of Policy Proposals Requiring Legislation & Submission to        Permanent Secretary
     Minister
        Preparation of Draft Cabinet Memorandum
        Circulation of Draft Cabinet Memorandum for consultation on policy–
            To Attorney-General  For Legal Impediments;
            To Minister of Finance  For Resource Implications;
            To Other Relevant Ministers.
       Signature by responsible Minister once satisfied with all consultations
       Circulation of Draft Cabinet Memorandum for signatures–
            To Attorney-General;
            To Minister of Finance;
            To Other Relevant Ministers.
       23 copies of Cabinet Memorandum to Cabinet for approval

2    Preparation & Issue of Drafting Instructions to Attorney-General             Permanent Secretary

3    Drafting Process                                                             Parliamentary Counsel

4    Consultation (if any) & Ministry review & approval                           *Permanent Secretary

5    Legislation Committee review and approval                                    Permanent Secretary

6    Second Cabinet Memorandum annexing final draft Bill to Cabinet for           Permanent Secretary
     approval

7    Information to Attorney-General about Cabinet approval & request for 80      Permanent Secretary
     copies for Legislature – get copies to the House

8    Preparation of Ministerial Brief                                             Permanent Secretary

9    First Reading in the House of Assembly                                       Minister
           (Reading of Title of the Bill) 
     Second Reading                                                               Minister/Permanent Sec
           (Debate on Principles of the Bill) 
     Committee Stage in the House of Assembly                                     Minister/Permanent Sec
           (Clause-by-Clause Study of the Bill & Vote)
     *NB-Any Notices of Motion for Amendments                                     Parliamentary Counsel
     Third Reading                                                                Minister
           (Vote on the Bill)

10   Introduction of the Bill in the Senate                                       Junior Minister
     (Proceedings in House are repeated)

11   Royal Assent (Bill sent via Attorney-General)                                Governor

12   Selection of Commencement Date and Information                               Permanent Secretary
     sent to Attorney-General (where Bill so provides)

13   Commencement Day Notice to Cabinet Office for Publication                    Permanent Secretary




                                                                                                     49
     Government of Bermuda                                Legislation Information Management System



Appendix C – Schedule of Legislative Process for
Subordinate Legislation
(Statutory Instruments – Regulations, Rules, Orders, Notices)

1   Formulation of Policy Proposals Requiring Legislation & Submission to        Permanent Secretary
    Minister
       Preparation of Draft Cabinet Memorandum
       Circulation of Draft Cabinet Memorandum for consultation on policy–
           To Attorney-General  For Legal Impediments;
           To Minister of Finance  For Resource Implications;
           To Other Relevant Ministers.
      Signature by responsible Minister once satisfied with all consultations
      Circulation of Draft Cabinet Memorandum for signatures–
           To Attorney-General;
           To Minister of Finance;
           To Other Relevant Ministers.
      23 copies of Cabinet Memorandum to Cabinet for approval

2   Preparation & Issue of drafting instructions to Attorney-General             Permanent Secretary

3   Drafting Process                                                             Parliamentary Counsel

4   Review & Approval of draft Legislation                                       Permanent Secretary

5   Legislation Committee review and approval                                    Permanent Secretary

6   Second Cabinet Memorandum annexing final draft for Cabinet Approval          Permanent Secretary

7   Information to Attorney-General about Cabinet Approval of final draft        Permanent Secretary

8   Preparation of Ministerial Brief (Affirmative Resolution)                    Permanent Secretary

9   Affirmative Resolution Procedure
    Request 80 Copies for                                                        Permanent Secretary
    Minister / Junior Minister to lay without Signing 
    Debate & Approval  Minister Signs Copy 
    Copy to Cabinet Office for Publication
    Negative Resolution Procedure
    Request for 2 Copies                                                        Permanent Secretary
    Minister Signs Copy 
    Copy to Cabinet Office for Publication 
    Ministry makes 80 copies which are
    laid in House of Assembly, then Senate 
    Debate (Subject to Annulment)

    No Parliamentary Scrutiny
    Request for 2 Copies                                                         Permanent Secretary
    Minister Signs Copy  Copy to Cabinet Office for Publication

    *NB – No Amendments Possible in Legislature!




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Appendix D – Legislative Agenda (sample)




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Appendix E – „Black Book‟ (extract)




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Appendix E – „Black Book‟ (extract continued…)




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Appendix E – „Black Book‟ (extract continued…)




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Appendix F – Grouping of Titles (current)

Title         Description
 1            Interpretation and Application of Laws
 2            Constitutional Law
 3            Anglican Church of Bermuda
 4            Local Government
 5            British Nationality and Immigration
 6            International Relations
 7            Defense and Visiting Forces
 8            Administration of Justice
 9            Public Officers
10            Public Officer; Police, Fire Service and Prisons
11            Public Health
12            Education
13            Social Welfare
14            Audit and Revenue
15            Public Finance
16            Exchange Control and Currency
17            Commerce and Business
18            Labour
19            Public Works and Engineering; Public Land and Surveys
20            Control of Land Development and Amenities
21            Transport by Land
22            Local Marine
23            Civil Aviation
24            Post Office and Telecommunications
25            Agriculture, Fisheries, Animals and Birds
26            Property, Inheritance and Trusts
27            Domestic Relations, Children and Minors
28            General Administration
29            Housing
30            Professions
31            Merchant Shipping




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Appendix G – Required Screen Inquiries & Reports
1. This appendix contains a list of „known‟ screen inquiries / reports that are required via the
   LIMS. All inquiries and reports are „must have‟. This list may be supplemented based upon
   Vendor recommendations, and as further requirements emerge.

2. All items listed must be available on-demand in both screen-based enquiry, and printable
   hardcopy format. All inquiries / reports must be capable of being generated in a secure
   (unchangeable) electronic format such as PDF format for security purposes. All data that
   appears must be sorted in chronological order.

3. The screen inquiries / reports required by LIMS are as follows:

        a) Bills, Acts, and Statutory Instruments (selected / individual)

        b) Legislation In Force - „Black Book‟ equivalent listing containing Acts and Regulations

        c) Legislative Agenda (by term / date range).

        d) Legislation Status Report – all legislation not yet tabled or not in force (current term)

        e) Statutes (selected / individual) – indicating status category and version histories

        f)   Regulations (selected / individual) – indicating status category and version histories

        g) Destinations & Derivations Table (selected / individual)

        h) Notice in Gazette List – Acts & Regulations assented to but not in force

        i)   Statutory Instruments by Affirmative Resolution (by term / date range)

        j)   Statutory Instruments by Negative Resolution (by term / date range)

        k) Amendments (by term / date range)

        l)   Amendments by Primary Act (by term / date range – including Consequential Amend)

        m) Consequential-only Amendments (by term / date range)

        n) Audit Trail / Log (by term / date range) – created by / date, last changed by / date,
           deleted by / date (including versions)

        o) Audit Trail / Log (selected / individual legislation – including versions)




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Appendix H – Glossary of Terms

Act                           Primary (parent) legislation has been passed by the
                              legislature, ratified by its highest executive (Governor),
                              and finally published / enacted into law. Every Act has a
                              naming convention starting with the year of the
                              legislation, followed by the statute.         The statute
                              references a sequential numbering starting at „1‟ each
                              year (e.g. 2008 : 18). An original copy of the Act that
                              includes Royal Assent (the Governor‟s signature) is the
                              most authoritative version of the Act.
                              Also referred to as a „Statute‟

Affirmative Resolution        Refers to a „Regulation‟ which must be voted on and
                              affirmed (approved) by both the House and Senate in
                              accordance with the rules and time frames prescribed by
                              both bodies before being signed and published (coming
                              into force).

AG‟s Chambers                 see „Attorney-General‟s Chambers‟.

Amendment                     A Bill which proposes to amend an existing statute by
                              adding, substituting, or removing provisions contained
                              within the statute.     Once passed, an amendment
                              becomes valid (law) unless a future amendment revokes
                              it.

Annuals                       Refers to Primary and Subordinate legislation for a given
                              year. Annuals have been posted onto the Bermuda Law
                              Online website since 2002.

Assistant Parliamentary Counsel      A junior legislative drafter with less experience
                              than a Parliamentary Counsel. Assistant Parliamentary
                              Counsels generally tackle smaller legislative drafting
                              assignments under the supervision of Parliamentary
                              Counsels.    There is currently three (3) Assistant
                              Parliamentary Counsels working within the Attorney-
                              General‟s Chambers. See „Drafter‟ and „Drafting‟

AS/400                        see „iSeries Server‟.

Attorney-General‟s Chambers             Refers to an organization within the Ministry of
                              Justice that performs high quality legal advice and
                              litigation services, as well as the drafting of „sound‟
                              legislation. The primary stakeholder of the proposed
                              LIMS system, the „Parliamentary Drafting Section‟, is
                              one of several sections that constitute the Attorney-
                              General‟s Chambers.            The Attorney-General‟s
                              Chambers is headed by the „Attorney General‟. Also
                              referred to throughout this document as the „AG‟s
                              Chambers‟, or „Chambers‟.


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Bermuda Laws Online            The current web-based delivery system for Bermuda‟s
                               laws.     It is accessible via the following URL:
                               http://www.bermudalaws.bm/. „Bermuda Laws Online‟
                               was developed by a local company, “Fort Knox Ltd.”,
                               and has been hosted by the company since it was
                               developed.        „Bermuda Laws Online‟ utilizes the
                               NextPage NXT 3 platform, a follow-on to Folio Views,
                               that delivers peer-to-peer content networking. The
                               NextPage NXT 3 search engine (formerly Folio
                               siteDirector) lists the following features:
                                      Integration with NextPage content mgt. system
                                      Scalability to millions of documents
                                      Recognition of XML tagging for field data
                                      Highlighting of search results
                                      Access control according to user permissions,
                                       domains, document collections, etc.
                                      Natural-language and content-based searching
                                      Keywords, Boolean operators, phrases,
                                       wildcards, stemming, synonyms, fields,
                                       proximity, nesting, etc.
                                     Compatibility with many file formats, including
                                      PDF, Microsoft Word, Excel and PowerPoint
                               The prominence of NextPage in the marketplace has
                               been supplanted in recent years by newer platforms that
                               are more capable, flexible, and maintainable.

Bermuda Styles Manual          A technical drafting manual written in-house at the
                               Attorney-General‟s Chambers that conveys the rules for
                               the way laws are expressed in Bermuda. It attempts to
                               establish a uniformity of style so that drafting conforms
                               to a specific standard. The Bermuda Styles Manual also
                               modernizes and simplifies the style of drafting, covering
                               a broad range of elements from titles, punctuality and
                               date formatting, to gender neutrality. Also referred to
                               throughout this document as the „Styles Manual‟

Best Practice                  Refers to the best possible way of doing something;
                               common usage of term and applicability is found in the
                               fields of business management and software
                               engineering.     „Best practice‟ is a technique or
                               methodology that, through experience and research, has
                               proven to reliably lead to a desired result, and is
                               considered superior to all other known methods. The
                               chosen Vendor for Bermuda‟s „Legislation Information
                               Management System‟ project must employ „best
                               practice‟ throughout all aspects of the project.

Bill                           A draft of proposed law. A Bill is called a „statute‟ once it
                               receives assent, and its commencement (notice) date is




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                            met. If no commencement date is required, the statute
                            (Act) is in force when published in the „Official Gazette‟.

Black Book                  An administrative tool used in Chambers since 1992 to
                            keep track of legislation. The „Black Book‟ consists of an
                            MS Excel spreadsheet which contains every statute
                            passed (by year). The „Black Book‟ serves as a quick
                            reference guide internally within Chambers, and is
                            particularly valuable to the Legal Administrator for
                            publishing purposes (e.g. determining what legislation is
                            in force), determining who drafted certain legislation, or
                            where to find it within the present electronic filing
                            system.       The „Black Book‟ often results in the
                            determination of sought-after information in less than 5
                            seconds. In addition to Acts, the „Black Book‟ also
                            contains all Regulations passed each year. Under each
                            statute, it contains details such as „Assent‟ /
                            „Commencement date‟, „Item Number‟, „Name of
                            legislation‟, „Electronic location‟, etc. The „Black Book‟ is
                            also helpful in answering management / statistical
                            questions such “How many Acts passed this term”, “How
                            does this figure compare with the previous term / year”,
                            etc. in order to get a sense of the activity of legislation.
                            See Appendix E for an extract of the „Black Book‟.

Cabinet Memorandum          A hardcopy letter used to obtain the support of Cabinet
                            colleagues for a proposed course of action. The Cabinet
                            Memorandum is a key instrument of written policy advice
                            to Cabinet, and plays a pivotal role in the Cabinet
                            decision-making process. The Permanent Secretary or
                            senior officer in the sponsoring Ministry or Department is
                            responsible for the preparation of the Memorandum.
                            Any Cabinet Memorandum proposing a change in the
                            law (however slight) must include a paragraph saying:
                            “The Attorney-General has been consulted and has
                            no legal objection.” Any Cabinet Memorandum that
                            includes the aforementioned paragraph must be sent to
                            Chambers in order for the Attorney-General to initial the
                            paragraph. Before initialing, the Attorney-General will
                            usually refer the draft paper to a Parliamentary Counsel
                            for research and comments; those comments may result
                            in changes (redraft) to the Memorandum, or a
                            reconsideration of the policy constituted by the
                            Memorandum.

Chambers                    See „Attorney-General‟s Chambers‟.

Chief Parliamentary Counsel the  managing officer of the Parliamentary Drafting
                            Section of Chambers. The Chief Parliamentary Counsel
                            is responsible for the management all legislative
                            drafters, assigning of work with the section, and
                            maintaining the Legislative Agenda for Government.
                            The Chief Parliamentary Counsel is also responsible for
                            the submission of all bills to the House, as well as



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                                ensuring that the laws are available to the public. Also
                                referred to throughout this document by the acronym
                                „CPC‟

Civil Service Executive         A committee of Permanent Secretaries from the various
                                Government Ministries who, under the direction of
                                Cabinet, meet occasionally to determine the priority of
                                legislation being drafted

Commencement day                A date upon which a statute will be enforced. This may
                                be the date of publishing in the „Official Gazette‟, or on a
                                prescribed date indicated within the publication
                                (commencement day notice). A „commencement day‟ is
                                not needed for certain regulations where an actual date
                                is supplanted by other wording such as “where
                                practicable” or “when published”, etc. Also referred to
                                throughout this document as „operative date‟

Consequential Amendments A section included in an Amendment that includes other
                                Acts, not necessarily related to the primary legislation
                                that the Amendment is aimed at, which are also affected
                                by the Amendment, and thus require one or more
                                section amendments within them.

Consolidated Law                Refers to Acts in which their text had been „added to‟ to
                                reflect a related „Amendment‟. See Consolidation.

Consolidation                   The process by which the text of a principle Act has one
                                or more applicable Amendments added to it.              A
                                consolidation does not change the original text; instead,
                                just adds amending text to the primary (parent)
                                legislation.     In 1998, a major consolidation of
                                amendments was carried out for legislation passed from
                                1989-1998. A further major consolidation was carried
                                out in 2005-2007; since 2007, consolidations have been
                                carried out on an as needed basis. A consolidation
                                results in one item of legislation which contains the law
                                as it applies today.

CPC                             See „Chief Parliamentary Counsel‟.

CSE                             See „Civil Service Executive‟.

Database Administrator          A person who provides librarian services, legal research,
                                go-to IT support, and maintenance of the legislative
                                database; The Database Administrator is primarily
                                responsible for ensuring that Amendments are carried
                                out fully, and that laws are published both via the „Official
                                Gazette‟ and the Bermuda Laws Online website. The
                                Database Administrator also peruses printed notices for
                                accuracy when they are published.




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Destinations & Derivations   A table / matrix showing the origins of legislation; A
                             private sector law firm in Bermuda currently produces
                             this table, and publishes it along with their annual
                             publication of Companies Act legislation. As this table
                             serves as an important reference tool for the private
                             sector, the AG‟s Chambers consider it a useful adjunct
                             to any LIMS solution for Bermuda.

Drafter                      Refers to a Parliamentary Counsel, or Assistant
                             Parliamentary Counsel who performs legislative drafting.
                             A legislative drafter is a qualified barrister or solicitor
                             who specializes in the production (drafting) of legislation.
                             During the drafting process, a drafter subjects policy
                             ideas to rigorous intellectual analysis, to ensure that a
                             proposed statute will stand up to scrutiny in Parliament
                             and (once enacted) to scrutiny by practitioners and the
                             courts. In addition to the writing of legislation, a drafter
                             provides legal opinions on proposed and written
                             legislation. See „Assistant Parliamentary Counsel‟ and
                             „Parliamentary Counsel‟

Drafting                     Refers to legislative drafting (i.e. the preliminary sketch,
                             version, or plan of legislation); the process of drafting
                             involves a precise and concise wording and structure to
                             the writing of legislation to ensure that every word has a
                             legal impact through the minimization of repetition and
                             ambiguity. The ultimate goal of legislative drafting is to
                             ensure that the legislation being written stands up to
                             logical analysis, thereby minimizing challenges by either
                             the legislative or judicial branches of Government.

Drafting Instructions        The official instructions (orders) sent by the sponsoring
                             Ministry or Department that instruct Chambers to
                             proceed with drafting. The Drafting Instructions are
                             preceded by approval of the policy (Cabinet
                             Memorandum) by Cabinet.

Explanatory Memoranda        The definition (summary) of an Act in laypersons
                             language; The Explanatory Memoranda consists of text
                             attached to a Bill that enables Parliamentarians to
                             explain the Bill. Once a Bill is passed and receives
                             assent, the Explanatory Memoranda is no longer of use
                             as originally intended since the Act speaks for itself;
                             therefore, the Explanatory Memoranda is dropped from
                             the legislation. Although of little use to the AG‟s
                             Chambers once an Act is passed, the Explanatory
                             Memoranda is considered useful to the general public,
                             including private law firms / lawyers as a quick and
                             concise summary of an Act containing background
                             details. As the Explanatory Memoranda serves as an
                             important tool for the private sector, the AG‟s Chambers
                             wish to provide this along with links to referred legislation
                             as part of their LIMS solution. In anticipation of LIMS,
                             the AG‟s Chambers have retained all Explanatory



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                              Memoranda in an electronic file form from July 2007 to
                              present.

External databases            Refers to systems / files containing data that is not
                              explicitly owned by the Attorney-General‟s Chambers.

Field                         A column in a database table.

Gantt Chart                   The schedule of activities for a project. A Gantt chart
                              shows start and finish dates, critical and non-critical
                              activities, slack time, and predecessor relationships.
                              Vendors are required to provide a high-level Gantt chart
                              for a suggested implementation schedule within their
                              proposal. (Note: A detailed Gantt chart will be required
                              as a by-product of the chosen Vendor‟s „Statement of
                              Work‟.)

Gazette                       See „Official Gazette‟.

Hard Copy                     Refers to a form or report that is produced in paper
                              format.

House                         See „House of Assembly‟.

House of Assembly             One of three parts comprising Bermuda‟s legislature.
                              The House of Assembly, or „lower house‟, consists of
                              thirty six members (MP‟s) elected by the eligible voting
                              populace in secret ballot to represent geographically
                              defined constituencies.
                              Also referred to throughout this document simply as the
                              „House‟

Implex                        See „LegPro‟

Internal databases            Refers to systems / files containing data that is explicitly
                              owned by the Attorney-General‟s Chambers.

iSeries Server                Refers to the central computer platform that is used by
                              the Government of Bermuda to run most of its mission-
                              critical automated systems.      Government‟s iSeries
                              Server is housed in the „Government Administration
                              Building‟ (GAB), and can be accessed island-wide by a
                              variety of telecommunications technologies connecting it
                              to authorized personal computers. The iSeries Server is
                              a newer version of the older AS/400. The iSeries Server
                              and the AS/400 are both manufactured by IBM.

ITO                           An acronym for „Information Technology Office‟; the IT
                              Department responsible for the delivery of information
                              management and technology services island-wide for
                              the Government of Bermuda.       The ITO will have



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                            oversight of the LIMS delivery, and provide dedicated
                            local project management services to the project. The
                            ITO will also have responsibility for ensuring that the
                            chosen LIMS solution adheres to „Non-functional‟
                            requirements of Government of Bermuda IT projects, as
                            outlined in Section 7 of this document.

Legislative Agenda          A report which contains all legislation in production from
                            start to finish. The Legislative Agenda is produced on a
                            weekly basis throughout the two terms / periods that the
                            Legislature is in session. The Legislative Agenda
                            divides legislation contained therein into six categories of
                            production status:
                                 A. Tabled / Published
                                 B. Ready to be Tabled / Published – ready for
                                      scrutiny by the Legislative Committee before
                                      tabling in the House.
                                 C. Drafting in Progress
                                 D. Awaiting Drafting Instructions – Cabinet
                                      approval has been given, and Cabinet
                                      conclusion reached.
                                 E. Awaiting Cabinet Approval – initiatives that have
                                      passed initial scrutiny by a drafter, and which the
                                      Attorney-General has agreed to with no legal
                                      objections.
                                 F. Awaiting Cabinet Memorandum – all Govt.
                                      initiatives by Ministry
                            Tracking, maintenance, and generation of the Legislative
                            Agenda are „must have‟ functional features of any LIMS
                            solution for Bermuda. See Appendix D for a sample of
                            the Legislative Agenda.

Legislative Editor          A person who reviews legislation after it has been
                            drafted, but before it leaves Chambers. A Legislative
                            Editor doesn‟t ensure content, but instead, ensures that
                            grammatical and logical errors, as well as
                            inconsistencies in the formatting of legislation are
                            minimized. Presently, the AG‟s Chambers does not
                            have a Legislative Editor, instead relying largely on peer
                            reviews for this purpose. The re-organization underway
                            at Chambers has proactively earmarked a position of
                            „Legislative Editor‟ in anticipation of the implementation
                            of LIMS.

Legislative Processor       A person in Chambers who provides administrative
                            support to Drafters; these including typing of legislation
                            and memo‟s from long-hand to electronic form when
                            needed, and other administrative functions including:.
                                   Creation of initial templates for the type of
                                    document being drafted;
                                   Formatting when requested by the Drafter;
                                   Assignment of Title and Item # to drafts;



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                                   Tracking / reassignments of the file;
                                   Printing of hardcopies;
                                     Distribution of hardcopies to the Legislature, the
                                      Cabinet Office, etc.;
                            In addition to these functions, the Legislative Processor
                            maintains the Legislative Agenda.             The current
                            legislative / business process carried out in Chambers is
                            highly dependent on the knowledge of the Legislative
                            Processor.

Legislature                 An official body with the power to make, change, and
                            repeal laws. In Bermuda, the legislature is comprised of
                            the following:-
                                 Her Majesty the Queen (represented in
                                     Bermuda by the Governor)
                                 The Senate (11 Senators by appointment)
                                 The House of Assembly (36 elected MPs)

LegPro                      An acronym for the „Legislative Processing System‟, the
                            current software tool used by Chambers for legislative
                            drafting; „LegPro‟ was specifically developed for
                            Bermuda by „Implex Corporation‟; a now defunct
                            company. „LegPro‟ was implemented in 1989 for use by
                            the Revision project started that year, and for
                            subsequent drafting thereafter. „LegPro‟ is based upon a
                            MS Word 2.0 word processing environment, and
                            features numerous „macros‟ for legislation formatting
                            purposes.

Negative Resolution         Refers to a Regulation which does not require to be
                            voted on and affirmed (approved) by both the House and
                            Senate, although it can be subject to annulment by the
                            House before the commencement day notice (as
                            indicated upon publication in the „Official Gazette‟). A
                            Negative Resolution must simply be published before
                            coming into force. The Negative Resolution procedure is
                            generally used for regulations which do not impose a
                            fine or tax.

Official Gazette            Monthly,      staple-bound     hardcopy       volumes     of
                            „Government Notices‟ (including Statutory Instruments)
                            and „Legal Notices‟ (estates, marriages, change-of-name
                            deed polls, etc.) similar to what is published in other
                            jurisdictions by a „Queens‟s Printer‟. In Bermuda, the
                            publication of the „Official Gazette‟ is contracted out to a
                            private newspaper, the „Bermuda Sun‟, which also
                            publishes „Government Notices‟ (including Statutory
                            Instruments) and „Legal Notices‟ (estates, marriages,
                            change-of-name deed polls, etc.) every Wednesday and
                            Friday. The „Official Gazette‟ is occasionally several
                            months out-of-date when published, and except for
                            certain Government entities, requires a paid subscription
                            for access to the hardcopy volumes. The „Official



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                           Gazette‟, however is deficient primarily for the absence
                           of statutes from the publication. For these reasons, it is
                           desirable for any LIMS solution to generate, as an
                           output, a „Bermuda Laws Gazette‟ in both PDF and
                           HTML format for on-line access encompassing the same
                           search engine used to operate on the remainder of the
                           website. Also referred to throughout this document
                           simply as the „Gazette‟

Parliamentary Counsel      A senior legislative drafter with considerable experience
                           in drafting (at least 5 years). There currently exists four
                           Parliamentary Counsel‟s working within the Attorney-
                           General‟s Chambers. See „Drafter‟ and „Drafting‟.

Regulation                 See Statutory Instrument.

Revised Laws of Bermuda    Refers to the last Revision carried out 1989 which
                           resulted in the production of bound hardcopies
                           containing 950 consolidated laws covered in 11
                           volumes.

Revision                   The process of consolidating amendments, fixing
                           inconsistencies within statutes, and modernizing
                           (rewriting) the laws; Revisions also remove obsolete
                           (repealed) statutes, and can re-format the laws as well.
                           The Revisions carried out throughout Bermuda‟s history
                           include the following: 1862, 1884, 1903, 1923, 1930,
                           1952, 1963, 1971, and 1989. A future Revision is
                           planned for as early as 2009, once LIMS is operational
                           in Bermuda. See „Revised Laws of Bermuda‟.

Statute                    see „Act‟

Statutory Instrument       Subsidiary (child) legislation (rules, regulations, orders,
                           and notices) that falls under an Act; Statutory
                           Instruments are comprised of details that help the Act
                           operate. Every Statutory Instrument is made by a public
                           authority or official under the authority of an Act (e.g. the
                           Executive branch / Civil Service under the direction of
                           their respective Ministers). Most Statutory Instruments
                           are made by negative resolution, although some are
                           subject to the affirmative resolution procedure, which
                           requires passage by both houses before being enacted.
                           Additional differences with Statutory Instruments include:
                                  Naming convention used (e.g. BR18/2008)
                                  Omission of Bermuda crest
                                  Omission of „commencement date‟
                                  Omission of „date of assent‟
                                  Inclusion of „date made‟ at the end of the
                                   Regulation
                           Statutory Instruments typically come into force when
                           published in the „Official Gazette‟. Also referred to as a
                           „Regulation‟


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Styles Manual              see „Bermuda Styles Manual‟

XML                        An acronym for „Extensible Markup Language‟; a popular
                           technology developed by the World-Wide-Web
                           Consortium (W3C) especially for web documents. It
                           allows designers to create their own customized tags,
                           enabling the definition, transmission, validation, and
                           interpretation of data between applications and between
                           organizations.     XML is platform independent and
                           portable in most MS Office programs including Access,
                           Word, InfoPath, and Excel. The drafting tool provided by
                           the proposed LIMS system must include an editor that is
                           either XML-based, or MS Word-based.




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Appendix I – LIMS Project Features Checklist
Vendor Name: _____________________________________________
                                     (Please type or print)


#                                                                   Feature                                                               Vendor Solution meets
                                                                                                                                          Feature Requirement

1    The LIMS will provide a content management and delivery system that contains all of the necessary tools and procedures            Fully   Partially   No
     for the continued creation and publishing of legislation in Bermuda.
2    The LIMS will consist of an adaptation (customized to Bermuda‟s requirements) of an existing tried and proven LIMS                Fully   Partially   No
     application that is currently operational in another jurisdiction.
3    The LIMS will provide functionality for the drafting of Primary legislation (Bills and Amendments).                               Fully   Partially   No
4    The LIMS will functionality for the drafting of Subordinate legislation (Statutory Instruments i.e. – Regulations, Rules,         Fully   Partially   No
     Orders, Notices) carried out by the Affirmative Resolution Procedure.
5    The LIMS will provide the functionality for the drafting of Subordinate legislation (Statutory Instruments i.e. – Regulations,    Fully   Partially   No
     Rules, Orders, Notices) carried out by the Negative Resolution Procedure.
6    The LIMS will incorporate a modern document editing tool that is easy to use, efficient, and provides a suitable environment      Fully   Partially   No
     for rapid drafting of legislation.
7    The LIMS document editing tool will comprise a well-formed XML-based (preferable) or MS Word-based editing tool.                  Fully   Partially   No
     (please specify which within your submission)

8    The LIMS document editing tool will provide functionality for automated validation / formatting for legislation, forcing          Fully   Partially   No
     compliance to a uniform drafting style.
9    The LIMS document editing tool will provide formatting functionality that incorporates “precedence” features, intuitive           Fully   Partially   No
     templates, and drop down menu‟s containing relevant choices / amending formula pertaining both to the type of legislation
     being drafted and the section where drafting is currently proceeding.
10   The LIMS document editing tool will provide functionality for the automatic insertion of required sections of legislation (i.e.   Fully   Partially   No
     Titles, Headings, Schedules, etc.) into their correct sequence with automated indentations where necessary.
11   The LIMS document editing tool will provide functionality for the automatic numbering of sections, subsections, etc. within       Fully   Partially   No
     draft legislation.




                                                                                                                                                                  67
     Government of Bermuda                                   Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                    (Please type or print)


#                                                                  Feature                                                                 Vendor Solution meets
                                                                                                                                           Feature Requirement

12   The LIMS document editing tool will provide functionality for the creation and detection of cross references between section       Fully   Partially   No
     numbers within a single document so that a change to any section of a draft that is referred to within another section will
     force a change to the other section as well.
13   The LIMS document editing tool will provide standard word processing features such as spell checking, punctuality, date            Fully   Partially   No
     formatting, etc.
14   The LIMS document editing tool will provide functionality for the cutting and pasting of legislation at will (as necessary /       Fully   Partially   No
     appropriate).
15   The LIMS document editing tool will incorporate (inherit) the rules / aspects (metadata / schema) contained within the             Fully   Partially   No
     Bermuda (drafting) Styles Manual, for formatting and validation purposes.
16   The LIMS will provide functionality that enables changes which were made within the Bermuda Styles Manual to be                    Fully   Partially   No
     incorporated (imported) to the document editing tool.
17   The LIMS document editing tool will provide functionality for formatting over-rides; enabling customization of Bills outside       Fully   Partially   No
     the standardized drafting environment where appropriate.
18   The LIMS (including document editing tool) will be GUI-based throughout with mouse enabled technology.                             Fully   Partially   No
19   The LIMS document editing tool will incorporate keystroke shortcuts in addition to mouse enablement.                               Fully   Partially   No
20   The LIMS will provide functionality for fully automated or semi-automated consolidation of legislation without the need for        Fully   Partially   No
     outside assistance. (please specify which within your submission)
21   The LIMS will provide version control for tracking / production of multiple draft copies. The version control feature will allow   Fully   Partially   No
     a drafter to revert to an earlier version, or allow a drafter to copy selected contents of an earlier version into a new version
     as appropriate.
22   The LIMS will provide functionality for automated management of version control that is transparent to drafters.                   Fully   Partially   No
23   The LIMS version control feature will prevent a Bill draft from being overwritten, particularly when using the Bill as a           Fully   Partially   No
     „template‟ for start of a new Bill / Regulation.




                                                                                                                                                                   68
     Government of Bermuda                                   Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                    (Please type or print)


#                                                                  Feature                                                            Vendor Solution meets
                                                                                                                                      Feature Requirement

24   The LIMS will provide functionality that permits for two versions of a draft to be presented together for side-by-side        Fully   Partially   No
     comparison; enabling drafters to quickly identify changes between the versions.
25   The LIMS will provide e-filing functionality for the safe and secure permanent storage of a Bill including all prior draft    Fully   Partially   No
     versions.
26   The LIMS will provide functionality for the publishing of legislation by Chambers as needed via the Bermuda Laws Online       Fully   Partially   No
                                   rd
     website without the need for 3 party intervention.
27   The LIMS website will be user friendly, and reliable.                                                                         Fully   Partially   No
28   The LIMS website and LIMS in-house (local) database will provide functionality for fast search and retrieval of Bills and     Fully   Partially   No
     Statutory Instruments.
29   The LIMS website will provide at least three repositories (silos) for access / search by the general public, including:       Fully   Partially   No
             Consolidated laws – up-to-date Acts and Statutory Instruments;
             Amendments & Annual legislation (by year) – statutes and Statutory Instruments;
             Not In Force legislation – Bills / Amendments before the Legislature or Regulations, including their status /
              commencement (operative) dates;
30   The LIMS website will provide a notification feature / section containing pertinent information such as legislation that is   Fully   Partially   No
     coming up in the House for debate, or Amendments and Statutory Instruments coming-into force.
31   The LIMS website will provide an e-mail registration and alert system to automatically notify subscribers of newly posted /   Fully   Partially   No
     amended legislation.
32   The LIMS website and LIMS in-house (local) database will provide functionality for the highlighting of amending text of       Fully   Partially   No
     newly consolidated, but not in force legislation, enabling a consolidation to be posted onto the website prior to the
     commencement (operative) date of the Amendment. The text highlighting will automatically disappear once the
     commencement day (operative date) notice has been reached.
33   The LIMS website and LIMS in-house (local) database will provide point-in-time access to statutes, both current (in force)    Fully   Partially   No
     and historical. Point-in-time access will only be provided for all new legislation once LIMS becomes operational (2009).




                                                                                                                                                              69
     Government of Bermuda                                   Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                    (Please type or print)


#                                                                  Feature                                                               Vendor Solution meets
                                                                                                                                         Feature Requirement

34   The LIMS website and LIMS in-house (local) database will provide hyper-links within the text of consolidated legislation,        Fully   Partially   No
     linking these to the Amendment responsible for the text / change.
35   The LIMS website and LIMS in-house (local) database will provide hyper-links between related Acts and Statutory                  Fully   Partially   No
     Instruments.
36   The LIMS website and LIMS in-house (local) database will provide hyper-links between Consequential Amendments and                Fully   Partially   No
     the original Amendment(s) / Acts (where applicable).
37   The LIMS will provide a mechanism to notify /alert drafters once the commencement date of an Amendment is input, that a          Fully   Partially   No
     consolidation must be performed within 2 weeks the Amendment‟s operative date. (Note: It is recognized that upon
     implementation of LIMS, the initial time required for consolidating and publishing may significantly exceed this time period.)
38   The LIMS will enable drafters to quickly ascertain that an Amendment to an Act originated with a different Act via a             Fully   Partially   No
     „Consequential Amendment‟, so that future additional Amendments do not adversely affect the originating Act containing
     the Consequential Amendment.
39   The LIMS will provide functionality for the creation of „Explanatory Memoranda‟ within Bills during drafting and the retention   Fully   Partially   No
     of these separately once an Act is passed, and accessible on the database.
40   The LIMS will provide accessibility to „Explanatory Memoranda‟ within the LIMS website.                                          Fully   Partially   No
41   The LIMS website and LIMS in-house (local) database will provide hyper-links between related „Explanatory Memoranda‟             Fully   Partially   No
     and Acts.
42   The LIMS website and LIMS in-house (local) database will provide a fast and sophisticated search mechanism including             Fully   Partially   No
     Boolean searches that contain a full set of Boolean operators (e.g. „AND‟, „OR‟, „NOT‟, etc.) for concept searches (full text)
     either within individual repositories (silos), or globally for wider searches.
43   The LIMS website and LIMS in-house (local) database will provide functionality for the saving of search criteria for future      Fully   Partially   No
     re-execution.
44   The LIMS website will provide functionality for automatic collection of usage statistics (e.g. “# of website hits / users‟,      Fully   Partially   No
     „legislation with most access hits‟, etc.).




                                                                                                                                                                 70
     Government of Bermuda                               Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                    (Please type or print)


#                                                                Feature                                                                    Vendor Solution meets
                                                                                                                                            Feature Requirement

45   The LIMS website and LIMS in-house (local) database will provide functionality for the listing of all legislation in                Fully   Partially   No
     alphabetical, rather than “Title” order. (e.g. the „Human Rights Act‟ which presently comes under “Title 2 – Constitutional
     Law” will now come under the letter “H”; the „Parliamentary Elections Act‟ will now come under the letter “P”.)
46   The LIMS website and LIMS in-house (local) database will provide functionality for the organizing and listing of all related        Fully   Partially   No
     legislation by category such as „Public Health‟, „Education‟, etc. (e.g. “The Quarantine Act 1946” will fall under the „Public
     Health‟ category). This listing will provide a first place for drafters and the public to search before performing wider
     searches using Boolean operators. (Note: There are approximately 31 known categories which Acts may fall under; these
     may be found in Appendix F which lists the current „Grouping of Titles‟. It should be noted that any future Revision of
     Bermuda‟s laws may potentially affect the number and descriptions of these list.)
47   The LIMS website and LIMS in-house (local) database will provide functionality for the organizing and display of (access to)        Fully   Partially   No
     all legislation by Ministry; inevitably resulting in Acts which will be listed multiple times (e.g. the “Police and Criminal
     Evidence Act 2005” will fall under both the „Police‟ and „Health‟ Ministries), since many statutes cross ministerial
     boundaries.
48   The LIMS website will provide functionality that permits the general public to generate (print) one or multiple hardcopies of       Fully   Partially   No
     legislation on-demand.
49   The LIMS website will provide a „Destinations & Derivations‟ table showing the origins of Bermuda legislation, and provide          Fully   Partially   No
     with links from this table to legislation point-in-time.
50   The LIMS will automatically maintain a „Destinations & Derivations‟ table as legislative changes affecting this table occur.        Fully   Partially   No
51   The LIMS will provide functionality for the automatic generation of incremental „Item Number‟s for Bills and Statutory              Fully   Partially   No
     Instruments, whenever new drafts are started. (Note: The Item Number may be redundant with the proposed LIMS;
     consequently, the AG‟s Chambers are open to discarding use of this numbering feature.)
52   The „Item Number‟ for a Bill will follow a prescribed format in its composition; namely the „year‟, followed by „:‟, and „number‟   Fully   Partially   No
     (e.g. 2008:18).
53   The „Item Number‟ for a Statutory Instrument will follow a prescribed format in its composition; namely the prefix „BR‟             Fully   Partially   No
     followed by the „number‟, „/‟‟, and „year‟ (e.g. BR18/2008).




                                                                                                                                                                    71
     Government of Bermuda                                   Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                    (Please type or print)


#                                                                  Feature                                                                 Vendor Solution meets
                                                                                                                                           Feature Requirement
                                                                                                                   st
54   The LIMS will automatically reset the „number‟ portion of the „Item Number‟ to „1‟ at 12:00am on January 1 of every year.          Fully   Partially   No
     Additionally, the „year‟ portion of the „Item Number‟ will automatically be changed to the new year.
55   The LIMS website will contain „official versions‟ of legislation formatted in a secure (unchangeable) format such as PDF for       Fully   Partially   No
     security purposes.
56   The LIMS website will provide functionality for the storage of, and access to duplicate versions of all legislation formatted in   Fully   Partially   No
     either MS Word (preferable), HTML, or .xml exportable (transformable) to MS Word, in order to enable private sector law
     firms / lawyers to download extracts for cut and paste purposes.
57   The LIMS website will enable access to / publication of applicable UK legislation (applied laws for Bermuda / Dependant            Fully   Partially   No
     Territories), or provide a link to a website containing applicable UK legislation. (Note: It is recognized that Vendors may be
     unable to provide these laws themselves, and that access to these will require the efforts of Bermuda‟s legislative drafters.
     Vendors, however, must be aware of this requirement for database sizing purposes.)
58   The LIMS will enable future Revisions (every 10 years) to be conducted using the tools and features inherent in the system.        Fully   Partially   No
59   The LIMS will enable Chambers to produce future bound hardcopies of legislation (if necessary).                                    Fully   Partially   No
60   The LIMS website will enable future access to „case law‟ (i.e. statutes jurisdictionally considered) and include hyper-links       Fully   Partially   No
     between statutes and applicable cases.
61   The LIMS will provide functionality for draft (instruction) allocation, workflow and tracking features that conform to the         Fully   Partially   No
     established business rules / processes in place, as needed.
62   The LIMS will provide electronic workflows that are customizable.                                                                  Fully   Partially   No
63   The LIMS will provide a tracking feature / mechanism to ensure that primary legislation being drafted does not get                 Fully   Partially   No
     overlooked / forgotten (i.e. Bills not completed after inordinate time, „Commencement Day Notice‟ not fulfilled, etc.).
64   The LIMS tracking feature will provide an alert mechanism to ensure that Statutory Instruments that are passed but not in          Fully   Partially   No
     force for a period beyond a prescribed timeframe are „laid‟ (Negative Resolution). This will be accomplished either via an
     alert and tickler notification system or via some other mechanism as appropriate.




                                                                                                                                                                   72
     Government of Bermuda                                    Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                     (Please type or print)


#                                                                   Feature                                                                Vendor Solution meets
                                                                                                                                           Feature Requirement

65   The LIMS tracking feature will provide a mechanism to ensure that legislation being drafted is not allocated / assigned to         Fully   Partially   No
     more than one drafter.
66   The LIMS will provide functionality for the recording of the following details (at a minimum) against a bill for tracking          Fully   Partially   No
     purposes:
             Item #
             Name of Bill / Instrument
             Originating Ministry
             Drafter in Chambers responsible for Bill
             Date received / assigned to drafter
             Date to be tabled / published
             Date of Passage
             Date of Assent
             Date Gazetted
             Commencement (Operative) Date (in force)
67   The LIMS will provide functionality that permits the Parliamentary Drafting Section of Chambers to conduct peer reviews of         Fully   Partially   No
     drafts electronically, without altering / amending the original copy / version.
68   The LIMS will provide functionality for the tracking and changing of a draft‟s status (e.g. A – F) based upon its current          Fully   Partially   No
     location within the legislative process (see Appendix D for a sample Legislative Agenda. Appendix H – Legislative Agenda
     - contains a comprehensive description of all the categories.)
69   The LIMS will provide functionality that permits a drafter to continue editing activities associated with a Bill, even if it has   Fully   Partially   No
     been submitted electronically to other drafters for peer review.
70   The LIMS will provide functionality for the electronic exchange (transmittal) of legislation between relevant stakeholders /       Fully   Partially   No
     agencies (e.g. Clerk to the House, Governor, etc.) where appropriate. The LIMS will also provide functionality for the
     electronic transmittal of a „Motion to Amend‟ (due to error or other policy reasons) back to a drafter when applicable.




                                                                                                                                                                   73
     Government of Bermuda                                  Legislation Information Management System




LIMS Project Features Checklist (continued)
Vendor Name: _____________________________________________
                                   (Please type or print)


#                                                                 Feature                                                           Vendor Solution meets
                                                                                                                                    Feature Requirement

71   The LIMS will provide functionality for the electronic transmittal, reception, and filing of Cabinet Memorandum‟s and       Fully   Partially   No
     Cabinet Conclusions along with the bill for archiving purposes.
72   The LIMS will be secure and robust.                                                                                         Fully   Partially   No
73   The LIMS will minimize human intervention.                                                                                  Fully   Partially   No
74   The LIMS will contain integrated context sensitive help throughout.                                                         Fully   Partially   No
75   The LIMS will provide functionality that permits staff at the Parliamentary Drafting Section of Chambers to generate        Fully   Partially   No
     hardcopies of selected Bills, Acts, and Statutory Instruments on-demand.
76   The LIMS will provide built-in Messaging Application Interface (MAPI) compliant e-mail for correspondence both internally   Fully   Partially   No
     and externally.
77   The LIMS will provide functionality for the inclusion of maps (digital and ortho-rectified photographs) as annotations /    Fully   Partially   No
     annexes to applicable legislation, for access both in-house (local database) and via the LIMS website.
78   The LIMS will provide functionality for conversion of a Bill to an Act through                                              Fully   Partially   No
             inclusion of assent and operative dates in the upper right corner;
             changing the name from “Bill” to “Act”;
             insertion of the official Bermuda logo (crest);
             any additional functions required (i.e. Header / Footer changes, etc.).
79   The LIMS solution will provide all of the required screen inquiries and reports listed in Appendix G.                       Fully   Partially   No
80   The LIMS solution will provide functionality for the generation of a „Bermuda Laws Gazette‟ containing both statutes and    Fully   Partially   No
     statutory instruments (including coming-into-force orders) in both PDF and HTML format for on-line access via the
     Bermuda Laws Online website.
81   The LIMS solution will provide functionality for the generation of a „Bermuda Laws Gazette‟ containing both statutes and    Fully   Partially   No
     statutory instruments (including coming-into-force orders) in XML format.




                                                                                                                                                            74
     Government of Bermuda                                   Legislation Information Management System




LIMS Project – Features Checklist (continued)
Vendor Name: _____________________________________________
                                    (Please type or print)


#                                                                  Feature                                                            Vendor Solution meets
                                                                                                                                      Feature Requirement

82   The LIMS solution will provide functionality for the generation of a „Bermuda Statute Gazette‟ for use as annual volumes,     Fully   Partially   No
     and accessible in both PDF and HTML format for on-line access via the Bermuda Laws Online website.


83   The LIMS will provide query / reporting functionality for the ad-hoc production of both management statistics, and selected   Fully   Partially   No
     data system-wide. (The ad-hoc query/ reporting features may be internal to the system, or provided via an add-on tool.)
84   The LIMS query / reporting tool will provide functionality for ad-hoc queries and statistics to be produced in screen,        Fully   Partially   No
     hardcopy, and PDF format.
85   The LIMS will provide functionality for enhanced aggregate querying and statistics, in order to answer questions on trends    Fully   Partially   No
     and patterns such as the following:-
             “How many drafts were started within a given year?”
             “How many drafts were enacted into law within a given year?”
             “What was the average turnaround time for drafts, sorted by drafter for a given year?”
86   The LIMS will provide functionality that restricts access to the in-house (local) database for security purposes.             Fully   Partially   No
87   The LIMS will provide functionality for the generation, display, and printing of audit trails for select Bills or Statutory   Fully   Partially   No
     Instruments. The audit trails will show when legislation was changed, by whom, and the time and date of the change.
88   The LIMS Vendor will have a proven track record of implementing a successfully operational (on-going) „Legislation            Fully   Partially   No
     Information Management System‟ (LIMS) or similar corporate I.T. system in one or more jurisdictions internationally.
89   The Vendor proposed LIMS will be an adaptation of a „Commercial Off-The-Shelf‟ (COTS) solution.                               Fully   Partially   No
90   The LIMS Vendor „team‟ will consist of staff possessing proven skills in the following areas:                                 Fully   Partially   No
            Leading-edge technologies
            Business analysis
            Security
            Quality assurance
            Documentation
          Large-scale project planning and implementation.




                                                                                                                                                              75
      Government of Bermuda                                   Legislation Information Management System




LIMS Project – Features Checklist (continued)
Vendor Name: _____________________________________________
                                     (Please type or print)


#                                                                   Feature                                                              Vendor Solution meets
                                                                                                                                         Feature Requirement

91    The LIMS Vendor will have proven past experience working on systems integration projects in partnership with other I.T.         Fully   Partially   No
      Vendors.
92    The LIMS Vendor will assign staff to the project that are knowledgeable in the application of „best practice‟, and will apply   Fully   Partially   No
      „best practices‟ to all project activities.
93    The LIMS Vendor will have a proven track record of support and maintenance of its product(s), and provide creditable            Fully   Partially   No
      references where appropriate.
                                                                                                                       rd
94    The LIMS Vendor will allow their code to be held by the Attorney-General‟s Chambers / ITO or an independent 3 party.            Fully   Partially   No
95    The LIMS Vendor will provide one release containing all of the necessary features (functional and non-functional) upon          Fully   Partially   No
      implementation.
96    The LIMS solution will include migration of all existing laws (consolidated and annuals) from the legacy system to LIMS,        Fully   Partially   No
      with proper formatting of migrated laws guaranteed, and all anomalies corrected.
97    The LIMS solution will implement widely accepted (common) industry standards for hardware / software.                           Fully   Partially   No
98    The LIMS solution will implement common data standards.
99    The LIMS solution will run under one of the „approved‟ hardware / software architectures supported by the ITO.                  Fully   Partially   No
100   The LIMS Vendor will provide a detailed Quality Assurance Plan as part of their proposed solution.                              Fully   Partially   No
101   The LIMS solution will retain all historic data and transactions.                                                               Fully   Partially   No
102   The LIMS solution will provide a detailed audit trail for all transactions and events processed by any user of the LIMS. The    Fully   Partially   No
      audit trail will show when selected legislation was created and by whom, when selected legislation was last changed and
      by whom, and who processed the legislation and at what times and for what reason.
103   The LIMS Vendor will provide a Deployment Guide as part of their proposed solution that describes the configuration of the      Fully   Partially   No
      system in a form that can be used to recover the application in the event of a sever technical failure or disaster recovery.
104   The LIMS Vendor will provide a User Guide as part of their proposed solution.                                                   Fully   Partially   No
105   The LIMS solution will provide comprehensive, integrated context-sensitive help screens.                                        Fully   Partially   No




                                                                                                                                                                 76
      Government of Bermuda                                   Legislation Information Management System




LIMS Project – Features Checklist (continued)
Vendor Name: _____________________________________________
                                     (Please type or print)


#                                                                   Feature                                                                 Vendor Solution meets
                                                                                                                                             Feature Requirement

106   The LIMS Vendor will provide on-site training.                                                                                     Fully   Partially   No
107   The LIMS Vendor will provide training materials in the form of on-line practice guidance modules and accompanying                  Fully   Partially   No
      manual(s).
108   The LIMS Vendor will provide a Backup and Recovery Plan as part of their proposed solution.                                        Fully   Partially   No
109   The LIMS solution will feature an architecture that has full redundancy and fail-over capabilities, and designed to have no        Fully   Partially   No
      single point of failure.
110   The LIMS database will be mirrored across two different locations.                                                                 Fully   Partially   No
111   The LIMS solution will be able to recover completely to the close of the previous business day.                                    Fully   Partially   No
112   The LIMS Vendor will provide on-going support and maintenance as requested.                                                        Fully   Partially   No
113   The LIMS solution will ensure that all privileges can be controlled through role assignments at the record and field level.        Fully   Partially   No
114   The LIMS solution will provide the ability to limit create / update functionality through role assignment, or through individual   Fully   Partially   No
      assignment and management.
115   The LIMS solution will maintain a custom directory and be capable of connecting to a central directory.                            Fully   Partially   No
116   The LIMS solution will provide the ability to configure permissions (assign, create, read, edit) for every function in the         Fully   Partially   No
      system to a role.
117   The LIMS solution will provide the ability for an administrator to remove permissions.                                             Fully   Partially   No
118   The LIMS solution will provide the ability to deactivate users and user groups.                                                    Fully   Partially   No
119   The LIMS solution will provide the ability to map users / roles to groups.                                                         Fully   Partially   No
120   The LIMS solution will contain the ability for an authorized user to manage values for drop-down fields that are not state or      Fully   Partially   No
      rule driven.
121   The proposed LIMS solution will be deliverable by September, 2009                                                                  Fully   Partially   No




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